Executive Assistant- Finance

We’re in the business of Good.

Lions Clubs International is the largest service club organization in the world. Our 1.4 million members are serving locally and globally to help take on some of the biggest challenges facing humanity.

Every Lion and club are supported by our international association. More than 300 Lions International staff members are constantly working on tools and technology to enhance Lions’ service. When caring people join together, roll up their sleeves and take action to make their community better, it’s an incredible feeling for everyone involved.

Here's how you can help. We are currently looking for an Executive Assistant to join our team and rise to the challenge of empowering service.

Position Highlights:

Provide project and administrative support to the Chief of Finance. Participates in division/department manager and staff meetings to assist with project management and establishing efficiencies within and between functional areas. In addition, this role manages the online expense reporting system.

This is a key role supporting the CFO who oversees Finance/Accounting, Internal Audit, Facilities and Procurement departments.

• Provide administrative support to the Chief of Finance which includes the following:
  • Receive and screen incoming calls, preparation of correspondence and reports; make preliminary assessment of the importance of materials and organize documents; handle some matters personally and forward appropriate materials to the Chief of Finance. Make travel arrangements and reservations for the Chief of Finance and process related expenses.
  • Compose e-mails and routine correspondence without instruction or review. Reviews, proofreads and edits documents prepared for the Chief of Finance’s signature including review of invoices for proper general ledger coding.
  • Coordinates and facilitates the Chief of Finance’s calendar to arrange appointments, meetings and conferences.
  • Coordinate meetings (off-site, in-office and teleconference calls) including development and creation of meeting agendas and books on BoardEffect, arranging consultant travel and schedules at board meetings and making hotel, meal and transportation arrangements.
  • Manage highly confidential files, documents, records and reports.
  • Administer Finance Division Box access for LCI/F staff.
• Administrator of the Officer and staff corporate credit card program including the processing and maintenance of applications, fraud, changes in credit limits, and review of rebates.
  • JPMorgan Chase MasterCard Program for domestic staff, EOs and PIPs
  • American Express Program for non-domestic EOs, PIPs, ISAME, OSEAL and Korea Regional Office staff.
• Manage fiscal administration for the department such as paying invoices and ordering supplies. Recommends actions to be taken on office expenditures such as equipment and supply needs.
• Maintain a strong awareness of important issues at headquarters and advise others of the Chief of Finance’s views on policies or procedures, using judgment and discretion.
• Certify Administrator and point of contact for the staff, board members instances (ID, PIP, PID, GAT, Japanese DGs), and regional offices.
  • Certify subject matter expert.
  • Provide Certify reporting as needed for accounting uploads to ByD and year-end processing for proper expense reporting.
  • Create and maintain current users’ access including default department and first and second level approvers.
  • Add new IDs to board instance upon conclusion of annual convention.
  • Add new Japanese DGs to board instance upon conclusion of annual convention.
• Review and approve expense claims for processing as directed by the Chief of Finance.
• Create Executive Officer Travel Books in Board Effect to support EOs during their travel by obtaining necessary data from various sources including cumulative reports and BI Launchpad.
• Administer the annual conflict of interest for both staff and current board of directors in compliance with board policy ensuring all responses are received before the October/November board meeting for review by the FHOC.
• Act as finance division assistant including ordering of supplies for division and departments reporting to Chief of Finance and distribution of division mail.

• Bachelor’s degree (B.A. or B.S.) from four-year college or university or equivalent combination of education and experience.
• ​​​​​​​Minimum of 5 years of related experience supporting a senior executive.
• Knowledge of SAP and Certify or similar expense reporting system a plus.
• Project Management Experience a plus
• Proficient in Microsoft word, Excel, PowerPoint, and Office

Why You’ll Love Working Here:

Lions Clubs International has excellent benefits for you and your family. We believe in a balanced work-life and have programs and benefit plans to support our employees, such as:

• Three weeks paid time off plus time off for volunteering.
• Flexible and hybrid work schedules
• Comprehensive medical, dental, vision, and life insurance plans
• Flex spending accounts for medical and dependent care
• 401K with employer match
• Reimbursable training
• Casual dress

Diversity, equity and inclusion are at the core of who we are. Diverse and inclusive teams have a positive impact on the work we do, and we know that having varied perspectives helps generate innovative ideas to solve complex problems in an ever-changing world.

Lions Clubs International Is an Equal Opportunity Employer

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