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.