Executive Assistant

Nature & Scope:

Positional Overview

Are you an organized, proactive professional looking for a dynamic opportunity to support executive leadership? Our client is seeking a highly skilled Executive Assistant for a contingent role to provide top-tier administrative and operational support to the Chief Financial Officer (CFO) and Chief Operating Officer (COO) at their facility. In this role, you will coordinate office processes, manage high-priority and confidential matters, and ensure seamless communication for executive leadership. You must be intuitive, adaptable, and able to handle shifting priorities with discretion and professionalism. If you thrive in a fast-paced environment and are ready to take on a key role in executive operations, we invite you to apply today!

Role & Responsibility:

Tasks That Will Lead To Your Success

• Review, prioritize and process incoming correspondence and materials via US mail, interdepartmental mail and email. Bring urgent and important items/matters to the attention of CFO/COO.
• Works independently using excellent judgment, and communication skills, as well as demonstrated skills in organization, professionalism, etiquette and technology.
• Manages a wide range of tasks, deadlines and schedules, screening calls, and preparing a variety of specialized documents, while maintaining a high level of confidentiality.
• Coordinates and provides consistent timeliness and accuracy of reports generated and submitted by CFO/COO (Financial Statements / Budget Reports, Operational Reporting, Regulatory Reporting, Epic Dashboards & Reports, etc.)
• Manages all workflows generated through ERP System workflows including invoicing, requisitioning, and other applicable approvals.
• Assists with the development of presentations. Provides research and administrative support to specific projects. Manages a wide range of tasks, deadlines.
• Coordinates details relating to events, meetings and program location, audiovisuals, notification, attendance, and other tasks as needed.
• Prepares all meeting materials including agendas, minutes, copies, sign in sheet, etc. and ensures that all materials are provided at least 24 hours in advance.
• Minutes taken will be typed and prepared within one week of meeting, minutes will be distributed to appropriate parties a week before scheduled meeting or planned distribution of materials.
• All meeting participants are notified timely of location and meeting time.
• Able to interpret and summarize relevant information.
• Ensures meeting rooms are set up appropriately (IT equipment, seating, etc.)
• Prepares communication as needed & follow-up on outstanding requests.
• Ensure department Policy & Procedures are consistent with System practice and community standards.
• Approves electronic timecards in an accurate and timely manner, coordinates and tracks time off for Direct Reports inclusive of the respective departments as needed.
• Submits financial statements and supplemental financial reports to appropriate parties as needed to timely distribute board materials.
• Collaborating with CFO, Chief Legal Officer, VP of Finance, Corporate Controller and other Leaders, draft agenda’s, accumulate materials, and distribute materials to Board Committee members via Directors Desk.
• Duties may also include setting up meetings, contacting committee members, and preparing rooms as needed.
• Duties also include preparing meeting minutes. Applicable Committees as follows, Finance & Operations Committee, Audit Committee, Strategic Planning Committee.
• Organizes and maintains office · Acts as initial representative of the office by greeting visitors and facilitating positive interaction.
• Assumes responsibility for the office environment keeping the office supplied with all material in its appropriate place.
• Maintains all information in absolute confidence.
• Works with CFO/COO on special projects, as needed.
• Knows there is a compliance program.
• Verbalizes potential non-compliant risk areas within job duties and/or department, verbalizes duty to report potential or actual non-compliant concerns and types of reporting mechanisms available
• Maintains top executive administrative level skill sets, proficiency, presence, and professionalism reflective of the role, the department and organization.
• All other duties as assigned by executives.

Skills & Experience

Qualifications That Will Help You Thrive

• Bachelor’s Degree require.
• Five (5) years of experience in a health related organization.
• Proficient with computer programs including Microsoft Word, Excel, & PowerPoint
• Ability to work under pressure with speed and accuracy and meet deadlines.
• Demonstrates a sense of urgency with time sensitive assignments.
• High resilience and tolerance of ambiguity and resistance to stress.
• Uses independent judgment in completing work and operates under general supervision
• Excellent proof reading skills.
• Proficiency in recording and producing meeting minutes, business correspondence and other related documents.
• Ability to work in a confidential and professional environment.
• Strong organizational and follow through skills.
• Candidate needs to be highly motivated and demonstrates initiative to organize and find efficient solutions to achieve optimal workforce performance.
• Ability to manage multiple issues and projects simultaneously.
• Ability to think logically and adapt to changing scenarios in the prioritization of work.
• Ability to relate to customers at all levels including Board members.