Administrative and Financial Assistant to the Vice President, Finance and Operations
The Heritage Foundation | Posted on March 17, 2008
The Assistant is responsible for clerical and administrative support for the Vice President, Finance and Operations and the Controller. This includes a variety of coordinating and support responsibilities relating to all Finance and Operations functions (i.e. accounting, building and facilities, and business support services). This position is part of the Vice President’s management team to oversee the work and projects of the department.
JOB DUTIES:
• Administrative support for Vice President and Controller: including travel arrangements; scheduling; correspondence; special projects and related administrative duties.
• General support for the Vice President’s office and Accounting: sorting mail; answering phones and directing calls to appropriate staff; fielding questions; and maintaining department files.
• Produce necessary reports highlighting activities such as weekly and quarterly reports, annual reviews, mid-year reviews, goal statements, etc.
• Proactive participation in and preparation for Board-level Committee activities and mailings and presentations.
• Department event planning: booking venues; invitations; staff retreat; luncheons
• Maintain contact lists and coordinate mailings and other communications for the Vice President and Controller.
• Serve as department representative on administrative issues related to office tools and hardware.
• Order and maintain stock of office supplies.
• Gather information for and maintain Heritage’s weekly confidential calendar.
• Provide support for Accounting department functions as follows:
• All required state charitable solicitation filings and state correspondence
• Maintenance of American Express Corporate and Purchasing Card Programs, including preparation of monthly P-Card journal entry.
• Maintain current file of Corporate Resolutions for banking and other activities.
• Provide backup support and mailings for accounts payable as needed.
• Budget, Audit, and Investment Committee Administrative Support.
• Assist staff accountants with general ledger analysis
• Monthly editing of variance reports.
SKILL FACTORS:
Education: Bachelor’s Degree; accounting courses or experience helpful but not mandatory.
Experience: 2-5 years of secretarial or administrative assistant or equivalent experience
Computers: Windows, MS Office and Outlook; Netscape or other Internet skills; excellent typing and word processing skills.
Special Skills/Requirements:
• Mastery of English language and composition
• Ability to handle delicate communications; discrete
• Good organizational skills; ability to multi-task.
• Basic knowledge of policy issues
• Good instincts, willingness to take direction, team player.
• Understand and support the Heritage mission and vision for America, and the department's goals and objectives
The Heritage Foundation
214 Massachusetts Ave NE
Washington DC 20002-4999
ph 202.546.4400 | fax 202.546.8328
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