Finance Executive Assistant (Growth Track to CFO Executive Assistant)

The Finance Executive Assistant provides operational, financial, and executive support to the Controller of a U.S.

-based construction company. This role is designed as a long-term growth position: as the Controller transitions into a CFO role, this position will evolve into Executive Assistant to the CFO. This is not a general virtual assistant role. It is a structured finance operations support position requiring prior hands-on experience with month-end vendor reconciliations, expense documentation, and financial workflow discipline.

The role blends financial administration, vendor reconciliation, Motion workflow management, documentation control, reporting support, executive scheduling, and process improvement.

Requirements

Growth Path

Phase 1 – Finance Executive Assistant (Controller Support)

• Expense reconciliation
• Month-end vendor reconciliations
• Finance workflow management in Motion
• Close coordination
• SOP documentation
• Reporting support
• Vendor research
• Executive scheduling

Phase 2 – Executive Assistant to the CFO

• Board and leadership meeting preparation
• Strategic reporting support
• Cash flow calendar coordination
• Banking and compliance documentation tracking
• Cross-department executive calendar oversight
• Planning session and offsite coordination

Core Responsibilities

1. Expense & Vendor Reconciliation (Core Financial

Responsibility)

• Reconcile credit card transactions (Ramp or similar)
• Collect and attach receipts; follow up on missing documentation
• Perform monthly vendor statement reconciliations
• Match vendor statements to ERP balances
• Identify discrepancies (duplicate invoices, missing credits, unapplied payments)
• Investigate and resolve variances prior to close

• Maintain reconciliation documentation folder
• Ensure vendor accounts are clean prior to payment release
• Escalate discrepancies impacting financial reporting

Control Boundaries:

• No authority to approve payments
• No authority to release funds
• No independent vendor creation authority
• Responsible for reconciliation integrity, not transaction authorization

2. Month-End Close Coordination

• Maintain structured Month-End Close checklist in Motion

• Track completion of:
• Vendor reconciliations
• Expense reconciliation
• Required supporting documentation

• Confirm documentation is uploaded before tasks are marked complete
• Maintain CPA/audit request tracker
• Provide pre-close status report to Controller
• Escalate delays that may impact reporting deadlines

3. Finance Workflow & Motion Administration

• Maintain Finance workspace within Motion

• Build recurring templates for:
• Vendor reconciliations
• Expense reconciliation
• AR/AP reviews
• Reporting deadlines

• Monitor overdue tasks and escalate as needed
• Ensure team maintains accurate task statuses
• Generate weekly execution summary for Controller
• Continuously improve workflow structure

4. Executive Support (Controller → Future CFO)

• Manage inbox organization
• Draft professional correspondence
• Maintain proactive calendar scheduling
• Coordinate meetings across departments
• Prepare agendas and track action items
• Assist with presentation formatting for leadership meetings
• Coordinate travel (U.S. and international as needed)

5. Reporting & Research Support