Executive Assistant (MHO)

Beacon Health System-posted 3 months ago
Full-time • Mid Level
South Bend, IN
5,001-10,000 employees
Religious, Grantmaking, Civic, Professional, and Similar Organizations
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The Executive Administrative Assistant to the Vice President, Operations, serves as a trusted partner and right-hand support to the Vice President of Operations, providing high-level administrative, financial, and operational assistance. This role manages a wide range of responsibilities, including accounts payable, bank reconciliations, financial reporting, and coordination of special projects, ensuring the finance office operates at peak efficiency. The position requires exceptional organizational skills, a strong grasp of financial processes, meticulous attention to detail, and the highest level of discretion in handling sensitive information.

  • Serve as primary administrative support for the Vice President, Operations, including calendar management, meeting coordination, and executive correspondence.
  • Prepare and process purchase orders, supply requisitions, and equipment requests with supporting justifications.
  • Develop and maintain efficient filing systems for financial, operational, and executive documents.
  • Draft and prepare professional letters, memos, spreadsheets, presentations, and reports for executive leadership.
  • Coordinate and track special projects, ensuring deadlines and quality standards are met.
  • Review, code, and verify invoices and check requests for proper vendor accounts and general ledger allocation.
  • Enter and process payables in Meditech, obtain necessary approvals, and ensure timely payments.
  • Generate scheduled payment reports for Vice President authorization and reconcile monthly aged payable reports.
  • Provide accurate vendor data for IRS 1099 preparation and assist with month-end/annual close processes.
  • Reconcile daily receipts and accounts receivable for month-end reporting.
  • Process online payments via Authorize.net and reconcile against Meditech daily journal summaries.
  • Pull and distribute daily ACH transactions to the appropriate billing staff.
  • Prepare and send daily cash flow reports.
  • Perform monthly bank reconciliations for multiple organizational accounts.
  • Verify employee timecards, monitor labor distribution, and track attendance/LOA records.
  • Compile, analyze, and present departmental performance data to identify trends and support decision-making.
  • Manage and track performance appraisals to ensure timely completion.
  • High school diploma or equivalent required; two years of post-secondary education in business, finance, or office administration preferred.
  • Minimum of five (5) years of progressive executive administrative experience, ideally supporting finance or senior leadership in a healthcare or corporate environment.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and data entry systems; Meditech experience preferred.
  • Strong organizational and time management skills with the ability to manage multiple priorities.
  • Excellent written and verbal communication abilities.
  • Strong math and analytical skills for financial reporting and reconciliations.
  • High level of professionalism, discretion, and confidentiality.
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