Executive Assistant to the Chief Financial Officer

Westminster Brand 051816 • Orlando, FL

2d

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 Treasury and Accounting. The position supports a mission-driven, not-for-profit senior living organization serving residents across Life Plan Communities and affordable Rental Retirement Communities.

The role provides executive support to the CFO, including calendar and meeting coordination, travel arrangements, expense reports, correspondence, preparation and distribution of executive materials, confidential records management, deadline tracking, and assistance with special projects. It also supports treasury and cash management activities, accounting and financial administration, department coordination, business account administration, and annual renewals of assigned licenses and registrations.

This is a full-time position, 40 hours per week, Monday through Friday. An associate’s degree in a related discipline is preferred, though equivalent experience will be considered. Westminster describes its workplace as supportive, collaborative, and mission-driven, with an emphasis on professional growth and career development. The organization conducts drug testing and criminal background screening for new hires.

Requirements

• Minimum 3–5 years of administrative experience.
• Associate’s degree in business administration, accounting, finance, or a related discipline preferred; equivalent experience considered.
• Qualified applicants must complete drug testing and criminal background screening.

Nice To Haves

• Experience supporting senior leadership or a finance/accounting function.
• Associate’s degree in business administration, accounting, finance, or a related discipline.

Responsibilities

• Provide executive administrative support to the Chief Financial Officer, 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 into appropriate bank accounts, including checks received on behalf of the Westminster Foundation.
• 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 other 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 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 confirmations and records.
• Track other financial and departmental deadlines; coordinate document collection, distribution, and follow-up.
• Identify opportunities to improve workflow efficiency, documentation, and departmental organization.

Benefits

• Competitive pay and benefits.
• Paid time off is listed among benefits for part-time positions; the posting does not specify benefits for this full-time role.
• Professional growth and career development support.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree