Executive Assistant To Cfo

ALL CANDIDATES MUST HAVE EVIDENCE OF COVID-19 VACCINATION PRIOR TO EMPLOYMENT

Essential Duties and Responsibilities:

Primary Functions:

1. Provides a wide variety of administrative support to the C.F.O. and to the departments under their supervision.
2. Manages the C.F.O.'s and departmental calendars to prioritize and resolve conflicts and to ensure all commitments and deadlines are met.
3. Prepares responses, correspondence, meeting materials, schedules, and other forms of communications for the Departments.
4. Uses good judgment in identifying issues to assist management and staff, with questions regarding policies and procedures and/or directs the issues to management, or appropriate staff.
5. Maintains SDAIHC's permanent records in compliance with the retention policy and in accordance to the practices established by the C.F.O. that have been approved by the CEO.
6. Administrates the corporate credit card including issuing, cancelling, weekly balancing and monthly auditing the statements according to SDAIHC's policy
7. Assists the C.F.O. in coordinating departmental daily activities as well as annual audits to ensure commitments and deadlines are met.
8. Assists Accounting Department distributing bank statements.
9. Supports Accounts Payable processes when needed and acts as a back-up in the absence of Accounts Payable staff. Checks A/P batches for accuracy prior to submitting checks for signature. Audits all A/P invoices/checks and requisition/expense reimbursement/purchase orders, etc. to ensure SDAIHC's policies are followed prior to return them to A/P for filing.
10. Assists the C.F.O in managing third party leases, contracts, and agreements including its execution and renewal.
11. Organizes, updates, and maintains Finance and Human Resources confidential filling systems. Audits all documents to ensure SDAIHC's policy and practices are followed prior to filling.
12. Reconciles, processes, reviews, maintains, and submits as required the following: Invoices, Check Requests, Purchase Orders, Contracts, and Expense Reports.
13. Supports and coordinates Audit and Finance & Investment Committee meeting arrangements including teleconferences and minute taking if required.
14. Performs standard office tasks such as answering telephones, filing, ordering of supplies, faxing and copying, and booking meeting rooms. Collects and opens mail addressed to the departments, forwards correspondence to appropriate staff for action.
15. Maintains positive relationships with the CEO, upper management, all staff, consultants, bankers, and vendors.
16. Undertakes special assignments or projects on a wide variety of responsibilities as assigned by the C.F.O.
17. Other Duties as assigned.
    

Qualifications:

Minimum Qualifications:

1. Bachelor's Degree in business administration preferred or equivalent work experience.
2. A minimum of 3 years' office experience.
3. Grant and Project experience preferred.

Preferred:

1. Bilingual (English and Spanish) with experience serving a multinational, multicultural population

Special Conditions of Employment:

1. Has clean driving record and insurance as required by the state
2. Has reliable transportation

Knowledge, Skills and Abilities:

1. Two or more years of experience in office procedures, data compilation and record maintenance.

2. Must have the ability to observe and maintain a high degree of confidentiality and professionalism.

3. Must be proficient, detail-oriented, and accurate to assist in running a smooth office environment.

4. Must demonstrate creativity, flexibility, foresight, and mature judgment in anticipating and solving problems and in dealing with a variety of situations where only limited standardization exists.

5. Must be able to communicate effectively and to interface with all levels of company personnel and a variety of personalities in a professional manner.

6. Requires a functional knowledge of company operations and procedures to accurately interpret documents/instructions to act properly and promptly.

7. Advanced computer skills including the use of word processing, spreadsheet, e-mail, and accounting/finance programs desirable.

8. Excellent oral and written communication (including proofreading).

9. Ability to organize projects.

10. Ability to multi-task and meet deadlines.

11. Strong Customer Service background.

12. Proficient with Microsoft Office Suite or related software.

13. Detail Oriented.

Disclaimer

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. This description reflects managements' assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.

San Diego American Indian Health Center is an Equal Opportunity Employer. We encourage applications from all individuals regardless of race, religion, color, sex, pregnancy, national origin, sexual orientation, gender identity, gender expression, ancestry, age, marital status, physical or mental disability or any other protected class, political affiliation or belief.