Job Description

We, Hirewell, are hiring for this position on behalf of our client.

The Executive Finance Coordinator will provide high-level administrative support to senior leadership and the finance team on confidential financial matters. This hybrid role requires four days in-office and one remote day per week.

The ideal candidate will foster strong relationships with internal and external stakeholders, demonstrate sound business judgment, and maintain strict confidentiality. This position calls for exceptional attention to detail, organizational skills, and the ability to handle multiple priorities with professionalism and discretion.

Core Responsibilities

Executive Support (25%)

• Manage executive calendars, anticipate needs, and act as a professional representative of the team.
• Prepare meeting materials and coordinate logistics with support staff.
• Provide administrative assistance, including scanning, expense reports, digital filing, and document organization.
• Arrange travel and transportation.
• Serve as back-up for general office administrative needs, including mail handling and phone coverage.

Finance Team Support (75%)

• Manage shared email inboxes to route invoices and initiate bill payment processes.
• Track data and produce reports in Excel.
• Collect and categorize credit card receipts; enter transactions into QuickBooks Online.
• Retrieve and file bank and investment statements.
• Collect and reconcile donation tax letters.
• Coordinate signatures and meeting requests with relevant staff.
• Handle mail and delivery tasks, including bank deposits and certified tax payments.
• Maintain financial file organization and document retention systems.
• Create and manage a finance calendar reminder system.
• Contribute to the company newsletter.
• Track and report coworker charitable match programs quarterly.

Qualifications & Skills

• Bachelor’s degree required.
• 3+ years in executive and finance administration, ideally supporting senior leadership.
• Experience in financial services, family office, or similar environments preferred.
• Proficiency in Excel, data management, and Microsoft 365 tools.
• Experience with QuickBooks Online or comparable financial/accounting software a plus.
• Familiarity with accounting principles, financial reporting, and investment/bank statements.
• Skilled in bookkeeping, invoicing, expense tracking, and bill payment.
• Strong communication, scheduling, and cross-functional coordination skills.
• Highly organized, detail-oriented, and adept at managing multiple priorities.
• Experience in project management and process improvement.
• Demonstrated integrity, discretion, and problem-solving skills.
• Interest in AI tools, including Microsoft Copilot.

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