Project Manager and Executive Assistant to CFO

Overview

Mandrake is looking for a highly organized and resourceful individual to fill the dual role of Project Manager and Executive Assistant to our Chief Financial Officer (CFO). This hybrid position blends strategic project oversight with executive administrative support, offering unique insight into the Finance department and a critical role in enhancing the CFO's daily efficiency. The position reports directly to the CFO and has a dotted-line relationship with the VP of Finance to aid in coordinating finance-related projects.

Key Responsibilities

• Collaborate with CFO and VP of Finance to plan and oversee finance and business projects from start to finish.
• Create and update project timelines, plans, and progress trackers, highlighting risks and resource limitations proactively.
• Compile and consolidate budgets, forecasts, and profit & loss statements to help finance leadership make informed decisions.
• Track departmental expenditures to ensure adherence to budgets and manage invoicing and transactional records for month-end reporting and vendor management.
• Gather information and follow up with various departments including Accounting, Sales, Engineering, and Operations to keep projects on track.
• Produce executive-level summaries, presentations, and reports to communicate financial and operational project updates to leadership and board members.
• Support the CFO and VP of Finance on special initiatives and process improvements.
• Manage the CFO's calendar effectively, handling scheduling conflicts across multiple stakeholders and time zones.
• Organize meeting preparation including agendas, briefing materials, presentations, and action item tracking.
• Arrange travel plans, itineraries, and expense submissions for the CFO.
• Serve as a liaison between the CFO office and internal teams, external partners, auditors, and vendors.
• Screen correspondence to ensure prompt responses and escalate priority issues appropriately.
• Maintain organized filing for executive documents, contracts, and financial records.
• Coordinate logistics for leadership meetings, offsite events, and board or committee sessions.
• Maintain confidentiality and apply strong judgment when dealing with sensitive financial and strategic data.

Qualifications and Experience

• Bachelor's degree in Business, Finance, or Accounting.
• Minimum five years of experience in project management, executive assistance, or a hybrid capacity, preferentially supporting senior finance executives such as CFOs or VPs of Finance.
• Proven track record with budgets, P&L analysis, and invoicing processes.
• PMP certification or formal project management education is a plus but not mandatory.
• Experience within the food processing, manufacturing, or consumer packaged goods sectors will be beneficial.

Skills and Competencies

• Strong financial literacy, capable of interpreting budgetary and transactional data and communicating it clearly to non-financial audiences.
• Excellent project management abilities with skill in juggling multiple initiatives, prioritizing tasks, and planning effectively.
• Outstanding organizational capacity and meticulous attention to detail.
• Excellent written and oral communication skills, comfortable engaging with senior executives, board members, and external stakeholders.
• Advanced skills in Microsoft Excel, PowerPoint, and Outlook; familiarity with ERP platforms and project management tools is advantageous.
• High integrity, discretion, and good judgment in handling confidential and strategic information.
• Ability to work autonomously in a dynamic environment; adept at anticipating needs and managing fluctuating priorities with minimal oversight.
• A service-oriented and collaborative approach, adept at balancing administrative duties with strategic project involvement.

Compensation and Benefits

• Competitive base salary complemented by performance-linked incentives.
• Comprehensive benefits covering extended health, dental, vision, and life insurance.
• Paid vacation time and sick leave.
• Opportunity for direct involvement with senior Finance leadership and engagement in strategic cross-departmental projects within a growing family-owned company.