Executive Assistant to the Chief Financial Officer

Westminster Communities of Florida•Orlando, FL

About The Position

Westminster Communities of Florida is seeking an Executive Assistant to support the Chief Financial Officer and provide administrative and operational support to the Finance Department, including the Treasury and Accounting teams. The position supports executive leadership and coordinates financial, administrative, and departmental activities across the organization. The role includes managing the CFO’s calendar, meetings, travel, expenses, and correspondence; coordinating with executive leadership, Board and committee members, financial advisors, auditors, banking partners, and other stakeholders; and preparing and maintaining executive documents and confidential records. It also supports treasury and cash-management activities, accounting records and schedules, resident financial administration, corporate business accounts, and departmental deadlines and projects. This is a full-time position scheduled for 40 hours per week, Monday through Friday. Westminster describes its environment as supportive, collaborative, and mission-driven, with a focus on professional growth and career development. The organization serves older adults through Life Plan Communities and affordable Rental Retirement Communities.

Requirements

Minimum 3–5 years of administrative experience, preferably supporting senior leadership or a finance/accounting function.
Equivalent experience may be considered in place of the preferred associate’s degree.

Nice To Haves

Associate’s degree in business administration, accounting, finance, or a related discipline.

Responsibilities

Provide executive administrative support to the CFO, including calendar management, meeting coordination, travel arrangements, expense reports, and correspondence.
Coordinate meetings with executive leadership, Board and committee members, financial advisors, auditors, banking partners, and other stakeholders.
Prepare, format, organize, and distribute presentations, reports, agendas, meeting materials, and executive-level documents.
Maintain confidential electronic files, records, contracts, and correspondence; track deadlines, commitments, and action items.
Serve as a professional point of contact and assist with special projects and assignments directed by the CFO.
Coordinate timely transfers of resident entrance fee escrow funds to designated operating accounts, subject to eligibility requirements and required approvals.
Monitor escrow release schedules, follow up on outstanding items, and retain supporting documentation for completed transfers.
Prepare and deposit checks received at the Management Office, including checks received on behalf of the Westminster Foundation, into appropriate bank accounts in a timely manner.
Maintain check deposit records and communicate deposit details to Accounting and Foundation personnel for accurate recording and independent reconciliation.
Partner with Treasury to administer the corporate card program, including authorized users, approved credit-limit changes, account information, and related records.
Follow established cash-handling, authorization, segregation-of-duties, and documentation procedures.
Enter and update resident and financial information in Westminster’s actuarial system, ensuring completeness and accuracy.
Record transactions and maintain designated accounting schedules, spreadsheets, and other supporting financial records.
Assist with administrative schedules and documentation related to entrance fees, resident contracts, and recurring financial activities.
Assist community business offices with calculating resident entrance fee refunds in accordance with resident agreements and established procedures.
Coordinate with community business offices and other departments to obtain needed information and research discrepancies for follow-up.
Provide administrative support across Finance, Treasury, Accounting, and related corporate departments.
Administer corporate business accounts and vendor portals, including copiers, postage machines, and Amazon Business; maintain authorized users, account access, service requests, and related records.
Manage annual renewals of assigned business licenses, permits, registrations, and applications, including maintaining a renewal calendar, gathering documentation, coordinating approvals and signatures, submitting materials by deadlines, and retaining records.
Track financial and departmental deadlines; coordinate document collection, distribution, and follow-up.
Identify opportunities to improve workflow efficiency, documentation, and departmental organization.