Executive Assistant To Cfo

Executive Assistant (to CFO)

Department: Executive Team

Location:1500 Expo Parkway

Reports to: Chief Financial Officer

Status: Full-Time

FLSA:Exempt

Organization Information

WellSpace Health believes that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. We see you and are here for you. To that end, we’ve committed ourselves to finding solutions for our community’s health and wellbeing to achieve regional health through high quality comprehensive care.

Our focus has always been to offer a full range of quality medical care, dental care, mental health and behavioral health services, and enabling services to underserved people. We do this by placing ourselves within the communities we serve and employing outstanding healthcare professionals who are devoted to our mission.

We are a Federally Qualified Health Center (FQHC) and are accredited by the Joint Commission for Ambulatory Care and Behavioral Health. We’re also certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home.

Position Summary

The Executive Assistant to the CFO is a key role within the finance department, providing comprehensive administrative and organizational support to the CFO. This position requires exceptional attention to detail, the ability to manage multiple tasks simultaneously, and strong communication skills to effectively liaise with internal and external stakeholders.

Required Qualifications

• Bachelor’s degree in Business Administration, Public Administration, or a related field preferred.
• Proven five or more years of experience as an Executive Assistant.
• Strong technical skills (e.g., Microsoft Office, Adobe Acrobat, SharePoint) and communication tools (MS Teams).
• Exceptional organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask, prioritize, manage time and work effectively in a fast-paced environment.
• Demonstrated ability to maintain professionalism, confidentiality, and a positive attitude.
• Strong organizational skills with ability to prioritize projects, work independently, manage multiple tasks, and meet deadlines.
• Demonstrated strong and effective problem solving and decision-making skills.
• Commitment to HIPAA and ability to abide by standards of professional ethics and maintain confidentiality.
• Adherence to infection control procedures, including but not limited to, standard precautions of temperature monitoring, hand washing, symptom self-monitoring, masking and social distancing.
• Assist and support the Center/Department/Program to meet standards of High Reliability.

Essential Responsibilities

• Manage the CFO’s calendar, schedule appointments, and coordinate meetings.
• Prepare reports and presentations, collect and analyze information.
• Maintain files, records, and correspondence related to meetings.
• Coordinate communications, including taking calls, responding to emails, and interfacing with management, employees, and vendors.
• Perform various administrative tasks such as scanning, printing, copying, filing, and managing mail.
• Maintain up-to-date digital filing and organization of key documents.
• Conduct research, follow up on phone calls, and prepare paperwork for reports.
• Record and acknowledge all agency gifts/donations timely and appropriately.
• Prepare ad-hoc data gathering and reports as required.
• Provide support and backup to other Executive Assistants as needed.
• Coordinate insurance renewals and certificate of insurance requests.
• Serve as a liaison between the CFO, internal staff, external contacts, and other stakeholders.
• Arrange travel, accommodations, and itineraries for the CFO and accounting team members.
• Assist with organizational filings.
• Assist in managing projects and reporting deadlines.
• Attend meetings, take minutes, and follow up on tasks with stakeholders.
• Update and maintain accounting SharePoint.
• Assist the accounting department with various tasks as needed.
• Manage and report on the CFO’s expenses.
• Perform other related duties as assigned.

Benefits

Successful candidate will receive regionally competitive salary, above average health benefits at reduced costs, company paid life insurance & long-term disability insurance, additional voluntary retirement plan with company match and no vesting schedule requirement.

• Paid bereavement and jury duty leave
• 11 paid holidays per year
• Paid time off
• Paid sick leave
• Flexible Spending Program
• Company paid malpractice insurance for all providers
• Professional development hours offered annually

Physical Demands and Work Environment

The work environment is characteristic of a medical clinic environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to handle, or feel. The employee is also required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet.

The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care. The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.

WellSpace Health is committed to the principals of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is the intent of WellSpace Health to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, religious creed, color, national origin, ancestry, physical disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state or local laws. WellSpace Health is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WellSpace Health is an Equal Opportunity Employer