Executive Services Coordinator

Job Overview

We are seeking a highly organised and proactive Executive Administrative Assistant to provide comprehensive administrative support to the Chief Financial Officer (CFO), Corporate Compliance Officer, and other key Directors within our Finance Division. This role is critical in ensuring the smooth operation of the Fiscal Services and Revenue Cycle Services departments by managing office activities, scheduling, and preparing necessary documentation. The ideal candidate will excel in handling multiple responsibilities, including arranging high-level meetings, maintaining departmental records, and managing communications.

Education & Experience

• Associate’s Degree in Business Administration or a related field (Required).
• 2 to 5 years of direct administrative assistant experience, preferably in a corporate or healthcare setting.
• Strong proficiency in Microsoft Excel, with the ability to use Excel for reporting and data presentation (Required).
• Familiarity with Microsoft Word, PowerPoint, and other office software.
• Previous experience in corporate compliance or finance-related environments is a plus but not required.
  
  

Key Responsibilities

• Meeting Coordination: Manage all arrangements for the monthly Board Audit & Finance Committee meetings, including preparing board portals, PowerPoint presentations, scheduling, food service, and special needs. Maintain organised files for reports and meeting minutes.
• Documentation & Correspondence: Prepare and edit correspondence, reports, and other documents for the CFO, Controller, Sr. Director of Revenue Cycle Services, Director of Budget & Reimbursement, and other Finance Division Directors as requested. Provide research for projects, surveys, and applications.
• Compliance Support: Prepare agendas, maintain reports, and audit documents for Corporate Compliance Committee meetings. Provide administrative support to the Corporate Compliance Officer for various compliance activities, including tracking Business Associate Agreements.
• Scheduling & Communication Management: Manage schedules for key Finance Division leaders, including the CFO and Directors. Analyse incoming mail and emails, determine their significance, and distribute or follow up as necessary. Answer and direct incoming calls efficiently.
• Record Management: Develop and maintain departmental records and files to ensure timely access to financial information. Continuously update and organise files to support the department’s operational needs.
• Additional Duties: Perform other duties as assigned to support the overall function of the Finance Division.