Business Support Specialist - Finance

Job Description

Job Description

Position Summary

The Finance division is seeking a high-performing business support professional to ensure the smooth operation of the CFO’s office and the broader Finance team. This role blends executive-level assistance with hands-on finance operations support, including process tracking, documentation, financial compliance-related activities. Provides assistance in support of the Board of Directors and related Board Committees, as well as duties specifically for the Finance division, including special assignments, meeting document preparation and presentation support, while ensuring efficient organization of the Finance division. Successful candidates will typically bring a professional, detail‑oriented, and proactive approach to supporting executive leadership and Finance operations.

This position will remain open to receive applications through July 10, at which time we will begin inviting qualified applicants to participate in the interview process. Applications may still be received after July 10 so long as the position is open, however interested candidates are encouraged to apply prior to this date for best visibility and consideration.

Essential Functions

The essential functions below describe the primary duties and responsibilities of this role.

Board & Governance Support

• Support the CFO and other Finance leaders in managing Board and Committee meeting deliverables
• Coordinate Board meeting logistics, including meals, lodging, meeting room set up, and incidentals
• Attend Board meetings (overnight travel required with approximately 10 overnight stays per year)
• Maintain records of Board and Committee attendance and meeting expenses

Communications, Document Production & Reporting

• Prepare and edit professional presentations and documents in Adobe, Excel, PowerPoint, and Word for Board level and internal presentations
• Review presentation materials for consistency with company standard formatting and templates, presentation flow and readability, ideas to improve presentation materials to improve the intended audience’s comprehension and experience

Finance Operations, Reconciliations & Compliance

• Provides support to the Finance division by preparing intercompany billings, maintaining check deposits and logs, assisting with tracking provider tax liens, and supporting monthly reconciliations
• Prepare deposits payment refunds and other items
• Prepare and track abandoned property due diligence letters and state filings, using mail merge between Excel and Word
• Assist with sales and use tax filings and payments
• Support as needed to resolve Accounts Payable and vendor billing issues

Internal Meetings & Travel Support

• Support Finance division meetings, including meeting calendar management, on-site support for departmental and company meetings consisting primarily of coordination of materials submissions, Teams meeting administration, catering, and supply ordering, etc.
• Book travel and prepare expense reports for Finance division personnel, as needed

Qualifications, Education & Experience: Education & Certifications

• Preferred: Bachelor’s degree, or an equivalent combination of education (Associate’s degree) and experience
• Demonstrated advanced proficiency in Excel, PowerPoint, and Word; Microsoft Office Specialist (MOS) or similar Microsoft‑recognized certifications a plus

Relevant Experience

• Providing administrative, coordination, or business operations support
• Supporting leadership and Board‑related activities, including preparation of confidential materials
• Preparing financial or presentation materials for leadership audiences
• Coordinating finance or business operations activities and working cross‑functionally to resolve issues

Technical Skills

• Extensive experience with Microsoft Outlook, OneNote, Microsoft Teams, PowerPoint, Word, Adobe and Excel with preferred exposure to Loop.
• Ability to aggregate and publish reports from multiple sources using Adobe and other software tools
• Leveraging software to organize project work among groups for tasks, calendaring, and document storage/workspaces
• Familiarity with network storage of files both in OneDrive and on-site networks

Core Competencies

• Exercises sound judgment, professionalism, and discretion when supporting executives and Board‑level activities
• Demonstrates a proactive, solution‑oriented approach with the ability to anticipate needs and follow issues through to resolution
• Maintains accuracy, organization, and attention to detail while understanding the broader impact of work on Finance operations and governance
• Communicates effectively and confidently with senior leaders and cross‑functional partners
• Demonstrates reliability, ownership, and accountability for outcomes, deadlines, and deliverables
• Adapts effectively to changing priorities while maintaining composure and quality standards
• Self‑directed, team‑oriented, and comfortable working independently within defined objectives

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this job, the employee is occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; balance; stoop; talk or hear. Use of hands is required for such technological devices such as a computer, telephone and others. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. The employee will be required to travel (sometimes long distances) to attend required meetings.
• Work environment: The work is limited to the office environment with occasional trips to other office facilities or locations necessitating walking outdoors or driving. The noise level in the work environment is usually minimal.