Executive Assistant to the Chief Financial Officer & Chief HR Officer
Cincinnati, 9435 Waterstone Boulevard, Cincinnati, Ohio, United States of America
Job Description
Posted Monday, March 9, 2026 at 4:00 AM
Position Summary
Provide high level, confidential administrative, analytical, and coordination support to the CFO and CHRO. This role blends executive support, finance/legal administration, HR program enablement, and cross functional communication. Operates with a high degree of judgment, professionalism, and discretion to advance strategic priorities and day to day operations.
Scope & Impact
- Supports two enterprise functions, Finance and HR, with direct impact on company wide execution and leadership effectiveness.
- Central coordinator for ELT/Board financial deliverables, key finance/legal workflows, and HR training readiness.
- Trusted liaison among internal leaders, external counsel, shareholders, insurers, and vendors.
Key Relationships (Internal/External)
- Internal: CFO, CHRO, Executive Leadership Team (ELT), FP&A/Finance, Corporate Accounting, Legal/Compliance, HR/OD/Talent, Sales/Commercial teams, and administrative peers.
- External: Outside counsel (e.g., Taft), auditors, insurance carriers/brokers, shareholders, banking/treasury partners, venue/training vendors, and community organizations.
Essential Functions 1) Executive Support & Office Administration
- Manage complex calendars, inboxes, and meeting flows for CFO and CHRO (time zones, pre reads, agendas, and action trackers).
- Prepare executive quality presentations, attend meetings, take minutes, and drive follow up to closure with accountable owners and due dates.
- Coordinate end to end travel (air/ground/lodging), conference registrations, and expense reports per policy.
- Provide collaborative coverage with the admin team to ensure seamless operations during absences and executive travel.
- Maintain strict confidentiality across financial, HR, legal, pricing, wage/salary, and shareholder information.
2) Reporting, Analytics & ELT/Board Support
- Create, prepare, and validate accurate daily/weekly/monthly sales and financial reports; apply Business Intelligence checks against trends, promotions, and seasonality.
- Own version control and formatting of ELT and Board materials; coordinate inputs with FP&A/Finance and ensure deadlines are met.
- Build simple trackers/dashboards for recurring KPIs (e.g., revenue, volume, margin, OPEX, working capital).
3) Finance & Legal Administration
- Administer shareholder dividend processes: compile supporting data from CFO, draft supporting legal documents, communicate with shareholders, and coordinate payments with Treasury.
- Support CFO in Pepsi/Dr Pepper annual program documentation: track changes, manage legal reviews with outside counsel (e.g., Taft), and facilitate sign offs.
- Draft, update, and maintain customer contracts (e.g., Middlestreet Graphics LLC); manage redlines, versioning, routing for signature, and retention.
4) HR Enablement & Training Coordination
- Plan and execute onsite and offsite training: venue selection, AV/room setup, materials, rosters, evaluations, catering, and vendor coordination.
- Manage training calendars, invitations, enrollments, facilitator/attendee travel, and budget reconciliation.
- Maintain compliant I 9 documentation for all new hires, including timely verification, re verification as required, secure storage, and audit readiness per federal regulations and company policy.
5) Risk, Insurance & Compliance
- Oversee vehicle, product liability, and general insurance claims; coordinate with carriers/brokers and internal stakeholders to resolve claims.
- Respond to Certificates of Insurance requests; maintain logs and renewal calendars.
- Administer Solicitor License requirements: track expiration dates, coordinate renewals, prepare documentation, and ensure licenses are active and accessible. Work with Risk team to facilitate processing timely.
6) Customer, Community & Communication Support
- Respond to consumer questions/concerns and donation requests per policy; secure approvals and document responses.
7) Events, Culture & Recognition
- Plan and execute company events (Focus Forum, holiday luncheons, VIP gatherings, awards/recognition) with attention to budget, logistics, and inclusivity.
8) Records Management, Mailroom & Operations
- Maintain secure filing of sensitive documents (financials, pricing, contracts, HR records, litigation).
- Backup for mailroom (postage systems, supplies, certified mail logs) and coordinate equipment maintenance.
9) Other Duties
- Exhibit reliable, predictable attendance; flex outside normal hours for deadlines and events.
- Perform additional duties as assigned to support organizational priorities.
Decision Rights & Working Autonomy
- Exercise independent judgment to prioritize executive calendars and commitments in line with strategic objectives.
- Authority to coordinate with internal/external stakeholders to secure information, signatures, and logistics.
- Escalate risks and sensitive issues to CFO/CHRO.
Qualifications Education
- Required: Associate's or Bachelor's in Business, Finance, HR, Legal Studies, or related field.
- Additional Preferred: Paralegal certificate or equivalent paralegal training/experience.
Experience
- 3-5 years executive support experience required.
- Experience supporting finance, legal, or HR environments strongly preferred; CPG/beverage exposure is a plus. Trust Accounting Exposure is strongly preferred.
Technical Skills
- Advanced Microsoft 365 (Outlook, Word, Excel with PivotTables, PowerPoint); familiarity with PowerBI, Access and SharePoint.
- Business Intelligence/reporting; Adobe proficiency; basic image tasks.
- Proficiency with office equipment (copiers, printers, postage systems); video conferencing/webinar platforms.
- Acquire and maintain Notary designation
Core Competencies & Behavioral Indicators
- Accountability: Owns outcomes; proactive follow through; learns from feedback.
- Communication: Tailors message; crisp writing; synthesizes complex topics for decisions.
- Customer Orientation: Responsive while upholding policy and confidentiality; manages expectations.
- Decision Making: Sound judgment under time pressure; escalates appropriately.
- Detail Orientation: Rigorous version control, QA checks, and data accuracy.
- Ethics & Integrity: Models discretion with sensitive financial/HR/legal information.
- Problem Solving: Anticipates obstacles; proposes practical solutions.
- Relationship Building: Builds trust with executives, peers, and partners; fosters collaboration.
- Working Under Pressure: Maintains poise during peaks; adapts to change.
Work Schedule & Travel
Full time schedule with flexibility for early/late meetings and onsite/offsite HR training; minimal travel as required.
Physical Demands & Work Environment
Office environment with moderate noise; extended periods of sitting and computer work; regular standing/walking; occasional lifting up to 20 lbs for training/event materials. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.