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Executive Financial & Operations Analyst / Executive Administrator (Internal Candidate)
Chicago, Illinois, United States | Full-time | Partially remote
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Job Title: Executive Financial & Operations Analyst / Executive Administrator (Internal Candidate)
Department: Finance & Administration
Reports To: Director of Finance / Executive Leadership
FLSA Status: Exempt
Position Type: Full-Time, Chicago-based Hybrid
Travel Requirement: 20% Travel
White Oak conserves and sustains some of the earth's rarest wild animals through innovative training, research, education, and conservation breeding programs that contribute to the survival of wildlife in nature. The conservation programs span 600 acres along the St. Mary’s River in northeast Florida, surrounded by 22,000 acres of mixed forest and wetlands that make up the beautiful White Oak property.
Founded in 1982, White Oak leads professional efforts to improve veterinary care, develop holistic animal management techniques, and better understand the biology of critically endangered species by providing excellent care and managing conservation programs for over 30 species of imperiled wildlife in large, naturalistic habitats.
White Oak Mission
Saving endangered wildlife and habitats through sustainable populations, expanding education initiatives, and responsible land stewardship.
Job Summary
The Executive Financial & Operations Analyst / Executive Administrator is a highly analytical, organized, and versatile professional to serve in a hybrid/remote role combining executive-level financial analysis, operational reporting, project coordination, and executive administrative support.
This position is ideal for a candidate who thrives in fast-paced, multi-entity environments and can transform large, complex data sets into concise, executive-level reporting and actionable insights.
The role will support executive leadership through data mining, financial and operational analysis, project coordination, asset management support, budget-to-actual reporting, vendor bid analysis, and high-level organizational administration.
The ideal candidate possesses strong financial acumen, advanced Excel/reporting capabilities, project management experience, and the ability to communicate complex information clearly and professionally.
Essential Duties
Executive Reporting & Financial Analysis
- Develop and maintain executive-level dashboards, reports, and presentations utilizing large and complex data sets across multiple entities and departments.
- Analyze and summarize financial, operational, and project-related data into concise, actionable information for leadership review.
- Prepare budget-to-actual reporting at the organizational, departmental, property, project, and asset levels.
- Assist with forecasting, trend analysis, variance reporting, and financial modeling.
- Identify operational inefficiencies, cost-saving opportunities, and process improvement initiatives through data analysis.
- Consolidate and reorganize raw data from multiple systems into readable and decision-ready reporting formats.
- Support executive leadership with ad hoc analysis, strategic initiatives, and special projects.
Project Management & Operational Support
- Coordinate and track projects from initiation through completion across multiple departments and operational areas.
- Obtain vendor bids, proposals, and supporting documentation for projects and capital initiatives.
- Compile bid comparisons, cost summaries, and recommendation packages for executive review.
- Assist in tracking project budgets, timelines, approvals, and operational deliverables.
- Maintain organized project documentation and reporting structures.
- Collaborate with internal teams and external vendors to ensure project milestones and reporting deadlines are met.
Asset Management & Organizational Support
- Assist with asset tracking, reporting, and operational analysis related to organizational assets, facilities, and properties.
- Support reporting related to capital expenditures, property operations, maintenance initiatives, and asset utilization.
- Maintain highly organized records, executive files, and operational documentation.
- Assist with operational policy tracking, reporting standardization, and workflow organization.
Executive Administration
- Provide executive-level administrative support including email organization and response, scheduling coordination, meeting preparation, presentation development, travel coordination, and follow-up tracking.
- Prepare executive summaries, agendas, reports, and professional communications for leadership.
- Coordinate confidential information and sensitive organizational materials with discretion and professionalism.
- Assist with domestic and international travel planning, itineraries, logistics, and scheduling.
Education And Work Experience Requirements
- Bachelor’s degree in Finance, Accounting, Business Administration, Economics, Data Analytics, or related field preferred.
- 3–7+ years of experience in financial analysis, executive reporting, operations analysis, project coordination, executive administration, or related fields.
- Experience working within multi-entity or complex operational environments preferred.
- Experience supporting executive leadership teams strongly preferred.
Technical Skills
- Advanced Microsoft Excel skills including pivot tables, lookups, formulas, data organization, and reporting automation.
- Strong experience with data mining, data manipulation, and executive reporting.
- Experience with financial systems, ERP systems, project management software, or business intelligence tools preferred.
- Strong PowerPoint and executive presentation development skills.
- Ability to manage and reorganize large volumes of information into structured reporting formats.
Core Competencies
- Exceptional organizational and time management skills.
- Strong analytical and problem-solving abilities.
- Ability to manage multiple priorities and shifting deadlines in a fast-paced environment.
- High level of professionalism, discretion, and confidentiality.
- Strong written and verbal communication skills.
- Ability to operate independently while coordinating effectively across departments.
- Detail-oriented with strong follow-through and accountability.
- Comfortable working in both strategic and administrative capacities.
Preferred Attributes
- Financial analyst mindset with strong operational awareness.
- Ability to synthesize information quickly and communicate clearly to executives and ownership.
- Highly adaptable and comfortable managing both detailed administrative tasks and high-level strategic reporting.
- Strong project coordination and vendor management capabilities.
- Self-starter with the ability to improve processes and create organizational structure proactively.
Physical Requirements, Hazards, And Special Working Conditions
- Hybrid work environment with flexibility based on operational needs.
- Occasional evening or weekend work may be required for projects or executive support needs.
- Ability to travel 20% of the time.
- Position may involve exposure to active operational, hospitality, conservation, construction, or field environments.
- Valid driver's license required.
White Oak Conservation is committed to creating an environment where diverse perspectives are welcome, and to nurturing a culture where everyone feels valued and appreciated. We are proud to be an equal opportunity employer.
All qualified applicants will receive consideration for employment without regard to gender, race, color, age, national origin, religion, disability, marital status, sexual orientation, gender identity/expression, citizenship, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state, or local law.
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