Overview
Administrative Assistant to R&D Project Manager Jobs in Rochester, NY at Rochester Optical
Job Title: Administrative Assistant to Chief Financial Officer
Position Summary
FirstMed Health and Wellness is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative and project support to the Chief Financial Officer (CFO) and other designated staff within the Finance Department. This role is crucial in ensuring the timely and efficient delivery of services and support, while upholding the highest standards of professionalism, efficiency, personal communication, discretion, and independent judgment. The Administrative Assistant will be responsible for managing confidential information, responding to inquiries from a diverse range of internal and external stakeholders, and anticipating the needs of the CFO and the Finance team. Additionally, this position may perform basic and/or immediate accounting functions related to accounts payable, accounts receivable, reconciliation, and reporting, as directed.
Job Duties:
Responsibilities include, but are not limited to, the following:
Provides comprehensive administrative support to the CFO, including managing their calendar, scheduling appointments, arranging complex travel, preparing detailed itineraries, and processing expense reports.
Works independently to provide essential support to the CFO, the Finance Department, and the overall mission of the organization, demonstrating a proactive and solutions-oriented approach.
Anticipates the CFO’s needs and takes initiative to proactively address potential issues or challenges, ensuring a smooth and efficient workflow.
Manages the CFO’s calendar and schedule with meticulous attention to detail, ensuring optimal time utilization and prioritizing engagements based on strategic importance.
Provides regular and timely updates to the CFO regarding upcoming commitments, ensuring awareness of obligations, meetings, and deadlines.
Prioritizes and triages inquiries and requests directed to the CFO, swiftly identifying high-priority items requiring immediate attention and managing less urgent matters effectively.
Organizes various regularly scheduled meetings, including departmental, finance, and audit meetings, and acts as a professional liaison for Board Members and other external stakeholders.
Coordinates all logistics for meetings, special projects, and events, including venue booking, catering, material preparation, and technology setup.
Acts as a professional liaison and primary point of contact between the CFO, Finance Department staff, and other internal/external stakeholders, facilitating clear communication, collaboration, and the efficient completion of projects and dissemination of information.
Drafts, edits, and prepares professional correspondence on behalf of the CFO, including board materials, internal announcements, and external communications, ensuring accuracy and adherence to company standards.
Researches, prepares, and processes clear, concise, and detailed briefing materials, reports, and letters for the Chief Financial Officer and other stakeholders as required.
Compiles data, verifies accuracy, and organizes materials for reports, and assists in the preparation of presentations and other documents.
Reviews documents, reports, and correspondence prepared for the CFO’s signature for format, content, grammar, and spelling, and edits as necessary to ensure professional quality.
Prepares comprehensive meeting agendas, presentations, reports, and other materials to effectively support the CFO in decision-making processes and strategic initiatives.
Professionally receives incoming mail, visitors, and telephone calls, directing them appropriately and taking accurate messages.
Manages the CFO’s expense reports, ensuring all expenses are accurately recorded, properly documented, and accounted for according to company policies and procedures.
Actively participates and contributes as a collaborative team member with other Administrative Assistants, freely sharing information, ideas, and providing coverage support when required.
May perform basic and/or immediate accounting functions, such as processing accounts payable and accounts receivable, performing reconciliations, and generating basic reports, under the direction of the CFO or designated Finance staff.
Maintains strict confidentiality and exercises utmost discretion when handling sensitive financial, personnel, and organizational information and confidential matters.
Performs other job-related tasks and supports projects as assigned by the CFO or other Finance leadership.
Required Qualifications, Education, and Experience:
High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Accounting, Finance, or a related field preferred.
A minimum of 2- 3 years of progressively responsible experience working in an administrative assistant capacity, preferably supporting members of an executive leadership team.
Ability to successfully pass comprehensive background screenings (including fingerprints).
Proven ability to effectively manage multiple priorities simultaneously and meet deadlines in a fast-paced environment.
Demonstrated ability to anticipate needs, proactively identify potential problems, and implement effective solutions.
Strong ability to identify, influence, and collaborate effectively with key stakeholders at all levels to achieve desired organizational outcomes.
Excellent interpersonal, verbal, and written communication skills, with a professional and articulate demeanor.
Outstanding judgment, sensitivity, and a high level of discretion in handling confidential information.
Proficiency in Microsoft Office applications (e.g., Word, Excel, Outlook, and PowerPoint) is essential.
Must have a valid Driver’s License, reliable vehicle, and proof of auto insurance, as occasional travel to satellite office locations may be required.
Must be able to travel to satellite office locations as needed.
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The above statements are intended to describe the general nature and level of work being performed by personnel assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Job duties to be performed with or without reasonable accommodations.
FirstMed is proud to be an Equal Opportunity Employer. FirstMed is committed to attracting, retaining and maximizing the performance of a diverse and inclusive workforce. To apply for this position, please submit a cover letter and resume to [email protected].
In compliance with the Americans with Disabilities Act, FirstMed will provide reasonable accommodations to qualified individuals with disabilities and encourages candidates and employees to advise if they believe they need accommodation. If you need assistance applying for this position, require a reasonable accommodation, or have other questions, please send a message to [email protected].
Job Type: Full-time
Pay: $25.00 – $27.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
Dental insurance
Health insurance
Life insurance
Paid time off
Tuition reimbursement
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Overtime
Weekends as needed
Work Location: In person
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Title: Administrative Assistant to R&D Project Manager
Company: Rochester Optical
Location: Rochester, NY
