Administrative and Finance Coordinator

The Choice is managing an immediate temporary-to-hire Administrative Coordinator opportunity with our client, a national conservation nonprofit.

In-office requirements

Salary:

The position will support and report to the Chief Finance Officer and is an exciting, new role in the organization.

Qualifications:

• Completed Bachelor's degree or equivalent combination of education and relevant experience.
• At least 2+ years of experience providing administrative or executive support, including complex calendar management and meeting coordination. Previous experience supporting a finance department would be a very large plus.
• Experience supporting finance operations, such as expense reimbursements, credit card reconciliations, invoice/payment processing, purchase authorizations, and related documentation would be helpful.
• Experience supporting budget cycles (annual planning, reforecasts, and budget tracking), including compiling inputs and maintaining budget files.
• Project management experience preferred, including coordinating timelines, tracking action items, and supporting cross-functional stakeholders.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Outlook (calendar/contacts as a delegate); experience with SharePoint and Concur (or similar expense system) preferred.

Job Duties will include:

• Manage the CFO's calendar, including scheduling meetings, coordinating logistics (rooms, conference links), sending confirmations, and proactively resolving conflicts.
• Prepare the CFO for meetings by assembling and delivering required materials (agendas, briefings, leave-behinds) for in-office, remote, and travel contexts.
• Coordinate and manage complex travel arrangements for the CFO, including dynamic itineraries, flights, ground transportation, and lodging.
• Serve as a communications liaison for the CFO, supporting smooth coordination and information flow between Finance/IT and other departments; keep the CFO informed of upcoming commitments and follow up as appropriate.
• Coordinate the intake, review routing, approval, and signature process for documents submitted to the CFO; communicate status updates to staff.
• Complete administrative transactions for the CFO, including timesheets, expense reimbursements, and related documentation.
• Process incoming and outgoing mail for the Finance department and provide general administrative support as needed.
• Support the Finance department with special projects and meeting coordination, including logistics and follow-up actions.
• Maintain Finance department tracking tools (project tracker and KPI tracker) and ensure information is current and accurate.
• Process expense and invoice activities, including credit card reconciliations and CFO expense reimbursements (Concur); check requests, purchase authorizations, and PCARD requests; contract processing for the Finance department; and invoice and payment processing.
• Support budgeting activities for the Finance department by compiling and organizing budget inputs, tracking updates, and preparing materials for budget reviews.

This organization has a Covid-19 vaccination requirement. Candidates must be fully vaccinated for Covid.