Executive Assistant to CFO

A position at White Cap isn’t your ordinary job. You’ll work in an exciting and diverse environment, meet interesting people, and have a variety of career opportunities.

The White Cap family is committed to Building Trust on Every Job. We do this by being deeply knowledgeable, fully capable, and always dependable, and our associates are the driving force behind this commitment.

Resonsible for direct support for executive(s), serving as a strategic partner to understand and anticipate their needs and priorities. Ensures high-quality administrative and operational support across the organization. Provides administrative support to leaders, managing schedules, communications, and key projects. Ensures smooth operations, handles confidential matters, and facilitates efficiency in achieving business goals.

Major Tasks, Responsibilities and Key Accountabilities

•Demonstrates collaboration, accountability, trust, and execution. Maintains a comprehensive understanding of department policies and procedures to effectively execute responsibilities.

•Reviews upcoming meetings to ensure leaders have necessary information for productivity. Distributes meeting materials timely to appropriate stakeholders. Launches and delivers scheduled meetings, including meal planning, requesting agenda items, and preparing necessary data in advance.

•Ensures expense reports are accurate and complete. Tracks and processes expenses, submits invoices, and handles reimbursements. Approves expense reports and purchase orders for executives’ direct reports. Manages reconciliation of corporate credit card expenses, ensuring accuracy and timeliness.

•Uses discretion and judgment to prioritize meetings and manage information flow to executives. Serves as the primary communication hub, managing incoming requests and information from administrative staff. Ensures smooth communication between administrative teams.

•Collaborates with leaders, administrative support team, and associates to drive alignment and execution of priorities.

•Manages special projects or initiatives, ensuring deadlines are met and progress is tracked.

•Plans and organizes travel, including flights, accommodations, itineraries, and transportation. Manages travel requests and approvals appropriately.

•Maintains highly confidential and specialized information, utilizing an in-depth understanding of organizational policies, procedures, and operations.

•Engages with stakeholders, including management, coworkers, clients, vendors, contractors, and visitors. Acts as an extension of the CEO and executive team. Screens and responds to phone calls and correspondence, prioritizing messages.

•Organizes and maintains files and records for accessibility and organization. Drafts, proofreads, and edits correspondence, reports, presentations, and other documents.

Nature and Scope

• Identifies key barriers/core problems and applies problem solving skills in order to deal creatively with complex situations. Troubleshoots and resolves complex problems. Makes decisions under conditions of uncertainty, sometimes with incomplete information, that produce effective end results.

• Independently performs assignments with instruction limited to the expected results. Determines and develops an approach to solutions. Receives technical guidance only on unusual or complex problems or issues.

• May oversee the completion of projects and assignments, including planning, assigning, monitoring and reviewing progress and accuracy of work, evaluating results, etc. Contributes to employees' professional development but does not have hiring or firing authority.

Work Environment

• Located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable.

• Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about. On rare occasions there may be a need to move or lift light articles.

• Typically requires overnight travel less than 10% of the time.

Education and Experience

• Typically requires BS/BA in a related discipline. Generally, 5-8 years of experience in a related field OR MS/MA and generally 3-5 years of experience in a related field. Certification is required in some areas.

Preferred Qualifications

• 8+ years of experience directly supporting C-suite executives (CEO, CFO, COO, etc.)
• Demonstrated mastery in calendar management and travel logistics for multiple executives
• Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)
• Experience managing expenses and corporate credit cards in Concur or similar systems
• Exceptional written and verbal communication skills; proven ability to interface with board members and investors
• Strong attention to detail, organizational excellence, and follow-through on deliverables
• Proven discretion handling confidential and sensitive company information
• Demonstrated success in event and meeting planning
• Ability to travel 10%

If you’re looking to play a role in building America, consider one of our open opportunities. We can’t wait to meet you.