Executive Assistant & Workplace Coordinator

Role Summary The Executive Assistant and Workplace Coordinator provides high-quality executive, administrative, office operations, and project support to the Chief Financial Officer and Finance team. This role serves as a trusted partner to the CFO, managing calendars, travel, meetings, communications, expenses, confidential materials, and follow-through on priorities. The role also oversees day-to-day Lake Forest office operations and provides light project management, financial systems, and accounting support to help the Finance function operate efficiently.

Key Responsibilities Executive & Finance Team Support

• Serve as the primary administrative point of contact for the CFO, exercising sound judgment, discretion, and urgency in managing requests, priorities, and follow-up.
• Provide calendar management for the CFO and support scheduling across the Finance leadership team, including prioritizing inquiries, resolving conflicts, and anticipating preparation needs.
• Coordinate domestic and occasional international travel; prepare itineraries, manage changes, and ensure timely submission of expense reports in accordance with company policy.
• Draft, proofread, format, and organize executive correspondence, presentations, board and committee materials, meeting agendas, and Finance team communications.
• Coordinate onsite, virtual, and offsite meetings, including logistics, materials, catering, A/V, guest access, and follow-up action items.
• Act as a professional liaison with internal teams, executive assistants, auditors, consultants, bankers, vendors, and other external stakeholders as appropriate.

Office Operations

• Serve as the primary Lake Forest office point of contact with building management, facilities, security, IT, maintenance providers, and other vendors.
• Oversee office supply, kitchen, coffee, mail, and conference room needs; coordinate repairs, service requests, visitor access, and lunch and meeting room readiness.
• Manage the visitor and employee office experience, including reception coverage, badges, office communications, and day-to-day troubleshooting.
• Support office-related events, team meetings, executive visits, and cross-functional gatherings with a high level of customer service and follow-through.

Project Management, Systems & Light Accounting Support

• Support strategic- and Finance-related projects by tracking timelines, deliverables, meeting notes, owners, and follow-up items to ensure progress and accountability.
• Assist with coordination of Finance processes and recurring activities, including audit requests, budget meetings, procurement workflows, and departmental communications.
• Provide light system support, including maintaining distribution lists, access request tracking, SharePoint/OneDrive organization, workflow status logs, running reports, and basic user coordination with IT or system owners.
• Provide accounting and administrative support, such as invoice routing, coding support, purchase order follow-up, vendor setup coordination, expense documentation, and reconciliation assistance under Finance guidance.

Records & Systems

• Maintain organized electronic and physical filing systems for Finance and office records, including appropriate naming conventions, version control, and retention practices.
• Support maintenance of confidential Finance, executive, vendor, contract, audit, tax, insurance, and administrative records in accordance with company policies.

Additional Responsibilities

• Identify opportunities to streamline administrative workflows, improve Finance team coordination, enhance office efficiency, and strengthen records organization.
• Act like an owner with a sense of urgency, escalating issues appropriately and following through until completion.
• Perform other duties and special projects as assigned.

Qualifications Required

• Minimum of 8 years of experience in a corporate environment as an executive assistant, administrative professional, office manager, or similar role; experience supporting senior executives preferred.
• Demonstrated ability to manage multiple priorities, projects, deadlines, and stakeholders in a fast-paced, growth-oriented environment.
• Excellent written and verbal communication skills, professional presence, sound judgment, and strong customer-service orientation.
• High degree of discretion and ability to handle confidential, sensitive, and time-critical information …