Administrative Coordinator, Finance

KIMMEL CENTER INC. • Philadelphia, PA

15h

About The Position

The Executive Assistant to the CFO and Finance Group will play a critical role in ensuring the smooth and efficient operations of the finance and legal functions within the organization. Serving as a key liaison and administrative partner, the Executive Assistant will provide high-level support to the CFO and assist the Finance Group in day-to-day activities. This position requires exceptional organizational skills, discretion, and attention to detail, along with a foundational understanding of accounting and contract management. The successful candidate will be a proactive problem-solver with the ability to manage multiple priorities in a dynamic, fast-paced environment.

Requirements

• Bachelor’s degree in Business Administration, Accounting, or related field preferred; equivalent work experience will be considered.
• Minimum of 5 years of experience in an executive support role, preferably supporting C-suite executives in finance, legal, preferably in nonprofit settings.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Basic understanding of accounting principles and financial documentation/statement presentation.
• Familiarity with contract review processes and legal terminology.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); experience with accounting software or legal document management systems is a plus.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Strong analytical and problem-solving skills with a proactive mindset.
• Ability to work both independently and collaboratively in a team environment.

Nice To Haves

• Experience in the nonprofit sector or performing arts organizations.
• Ability to anticipate needs and adapt quickly to changing priorities.
• Detail-oriented with a high level of accuracy in all work.

Responsibilities

• Provide comprehensive administrative support to the CFO, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Serve as the primary point of contact for internal and external communications on behalf of the CFO, handling confidential information with discretion.
• Prepare meeting agendas, draft correspondence, and ensure timely follow-up on action items.
• Assist with Board of Directors communications, including coordinating Finance, Investment, and Audit Committee meetings, preparing materials, and recording minutes when required.
• Support special projects and initiatives led by the CFO, ensuring timely execution and tracking deliverables.
• Assist the Finance Group in routine financial operations, including invoice review, expense reconciliation, and report preparation.
• Provide administrative support for financial reporting cycles, audits, and tax preparation processes.
• Maintain and organize financial documents, ensuring accessibility and compliance with record-keeping policies.
• Help coordinate budget meetings, track deadlines, and compile budget-related materials.
• Work with the accounting team to assist with basic bookkeeping tasks such as data entry, document scanning, and financial reconciliation.
• Assist with basic contract review under the guidance of counsel or finance leadership, ensuring accuracy and compliance with organizational policies.
• Coordinate the execution of contracts, including obtaining necessary signatures, tracking renewals, and maintaining organized contract files.
• Liaise with external legal advisors and ensure timely follow-up on pending matters.
• Assist with legal document management, maintaining confidentiality and proper filing systems.

Benefits

• Competitive salary commensurate with experience.
• Comprehensive benefits package including health insurance, retirement plan, and generous paid time off.
• Opportunity to work in a dynamic and collaborative environment that values creativity and the performing arts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level