Executive Assistant (Finance)

Are you an organized, proactive professional who thrives in a fast-paced environment? Do you excel at managing executive-level priorities, building strong relationships, and ensuring seamless operations? If so, National 4-H Council is looking for YOU to be our next Executive Assistant!

At National 4-H Council, we believe in empowering nearly 6 million young people each year with the confidence and skills to lead for a lifetime. As the nation's largest youth development organization, we create #Opportunity4All by delivering high-impact programs in STEM, Agriculture, Healthy Living, and Civic Engagement.

As an Executive Assistant, you will play a key role in supporting the Senior Vice President, Chief Financial Officer, and the Finance & Business Operations team. You'll manage executive calendars, coordinate meetings and travel, oversee key projects, and ensure smooth communication across teams. Your ability to anticipate needs, prioritize tasks, and maintain confidentiality will be instrumental in driving efficiency and operational excellence.

In this role, you'll:

• Provide high-level administrative and executive support to the SVP, CFO, and leadership team.
• Manage complex scheduling, travel arrangements, and executive correspondence.
• Track key deliverables, ensuring deadlines and priorities are met.
• Facilitate executive meetings, including preparing agendas and documentation.
• Support special projects and events, collaborating across departments to drive impact.

If you're a detail-oriented professional with a passion for organization and efficiency, we want to hear from you!

Mission

4-H, the nation's largest youth development organization, grows confident young people empowered for life today and prepared for careers tomorrow. In collaboration with the USDA and our network of 110 public universities, we serve every county and parish in the United States in more than 3,000 local 4-H Extension offices.

Our programs have a positive impact on young people: 4-H youth are 2x more likely to excel in school, 4x more likely to contribute to their communities, 2x more likely to make healthier choices, and 2x more likely to pursue STEM education or careers.

National 4-H Council, 4-H's private sector nonprofit partner, builds public-private partnerships and provides resources and leadership development opportunities that expand the reach and impact of 4-H.

With the Beyond Ready Initiative, 4-H has the potential to reach 10 million young people annually to help them lead healthy, productive and engaged lives. Young leaders will have the experience and mentorship to succeed in an evolving workforce and thrive in their communities.

Position Summary

National 4-H Council seeks a dynamic and detail-oriented Executive Assistant. Reporting to the SVP, CFO, this role will be responsible for a broad range of responsibilities across the Finance and Business Operations function including working closely with the FBO Leadership Team and its members. This role offers an exciting opportunity to build cross-functional relationships and contribute to creating impactful organizational change. The position requires high attention to detail, excellent relationship management skills, and a highly collaborative and self-motivated mindset. This position will have the opportunity to work on special projects with the VP, Operations and VP, Finance and Accounting.

Responsibilities

Administrative Support

• Provide high-level administrative and executive support to the SVP, Chief Financial Officer (CFO).
• Manage the SVP, CFO's inbox, which includes creating and updating processes to ensure emails are replied to in a timely and professional fashion and drafting emails to a wide variety of stakeholders including board members, other Executives and cross-organizational associates.
• Prepare, edit, and respond to routine and complex correspondence, communications, presentations, and other documents on behalf of the SVP, CFO.
• Assist and monitor multiple actions registers for the team to ensure deadlines and deliverables are tracked and met (such as charitable registrations, external audit, tax returns, credit card administration, merchant account administration, etc.).
• Create and prepare documentation for meetings at the direction of the SVP, CFO and VP, Operations.
• Preparing, reconciling, and submitting expense reports and assisting in tracking budget status.
• Drafting letters, invoices, PowerPoints, reports, and other documents to be shared with Leadership and the Board.
• Facilitate signing, sending, and filing of confidential documents.
• Accept and make calls on behalf of SVP, CFO.
• Prioritize and manage multiple projects and follow through on issues in a timely manner.
• Communicate and coordinate with other executive and administrative assistants in the department and cross-organizationally.
• Track and monitor all deliverables that the SVP, CFO is pursuing and regularly communicate regarding status.
• Build cross-functional relationships and act as a trusted advisor and relationship manager of the Finance & Business Operations function.
• Develop positive relationships with associates at all levels, maintaining trust and confidence. Ensuring smooth communication and collaboration on all key initiatives.

Meeting, Event & Travel Support

• Manage and coordinate complex executive travel schedules and reservations - coordinate special projects and events under the guidance of the SVP, CFP.
• Oversee and plan Full Finance and Business Operations Team meetings, FBO Leadership in Person meetings and Full team retreats. Including scheduling travel, booking hotel rooms, organizing catering and scheduling speakers for the FBO team in partnership with the VP, Operations.
• Ability to manage complex scheduling, event planning, and ad hoc projects with the VP, Finance and Accounting and the VP, Operations.
• Prepare minutes for conference calls and post/distribute to appropriate individuals on a timely basis.
• Collaborate with FBO function on training events by coordinating activities with participants, travel agency and offices.
• Coordinate special projects and events under the guidance of the SVP, CFO, or under the guidance of FBO Leadership.

Minimum Qualifications

• Bachelor's degree in business administration, in a related field or any equivalent combination of relevant work experience and training.
• Minimum five years of relevant work experience in an executive-level administrative capacity.

Required Qualifications

• A minimum of five years' experience managing and coordinating complex executive-level calendars, travel schedules, and reservations.
• A minimum of three years' experience providing strategic support and facilitating operational excellence.
• Previous experience as an executive assistant providing administrative and operational support to C-suite executives.
• Experience preparing and organizing briefings for executive leadership, including the CFO, board members, and senior management.
• Experience handling financial documents, board materials, and other high-level operational and strategic communications.
• Strong functional knowledge of Microsoft Office Suite applications, including Word, Excel, PowerPoint, and Teams.
• Ability to exercise good judgment and discretion in a variety of situations.
• Proven ability to maintain confidentiality of sensitive company information.
• Strong written and verbal communication, administrative, and organizational skills.
• Ability to display strong emotional intelligence and provide executive-level coaching to the CFO/SVP when necessary.
• Capacity to communicate effectively and build relationships across multiple functions and levels of an organization.

Preferred Qualifications

• Experience managing multiple tasks with a high level of attention to detail and accuracy.
• Demonstrated ability to communicate effectively and work proactively in a fast-paced environment.
• Strong interpersonal and networking skills with the ability to select appropriate communication methods based on the situation.
• Ability to work independently, managing priorities, and meeting deadlines.
• Proficiency in data visualization, communication, and customer service.
• Experience prioritizing and managing multiple projects; Experience with Asana is preferred.

Travel Requirements: Travel may be necessary up to 20% of the time (local, regional, national). Would require travel by air, car, or rail to the D.C. office.

ADA Requirements: The physical demands described here represent those that an Associate must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting at a desk and working on a computer.
• Regularly required to sit; use hands and fingers to perform repetitive motions, reach with hands and arms, and talk or hear. Frequently required to walk; must occasionally lift and/or move up to 15 pounds or negligible weights frequently.
• Specific vision abilities required by this job include close and distant vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Disclaimer

This position description indicates, in general, the nature and levels of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to include or contain a comprehensive listing of activities, duties, or responsibilities. An incumbent may be asked to perform other tasks as needed.