Executive Assistant

St Johns Community Health•Los Angeles, CA

About The Position

The Executive Assistant will provide support to the CFO in the areas of scheduling, contract review, procurement review for both Accounts Payable and Payroll, preparation of presentation materials for executive and Board meetings, management of documents for signing Additionally this position will provide occasional floater coverage in the Accounting Department for Accounts Payable and Cash Receipts and additionally support the Executive Assistant to the CEO as needed plus any other duties assigned

Requirements

BA/BS degree Business Administration, Management or related field.
Executive Assistant experience 10+ years.
Ability to adapt in a fast past environment and be able to work responsively under pressure.
Have a great attitude and be team player.
Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks.
Ability to prioritize workload, to meet deadlines and to maintain a high level of quality and accuracy.
Initiative, resourcefulness, and attention to detail.
Excellent problem-solving skills, analytical thinking, and visionary skills necessary to grow a company are of major importance.
Ability to prioritize multiple requests based on own judgment of importance/need to the department.
Recent experience working with C level executives.
Professional verbal and written communication skills and the ability to type 50 wpm.
Extensive software skills in Microsoft Office and telephone protocol.

Responsibilities

Scheduling of appointments and reminders for CFO punctual attendance at meetings.
Contract review for numerous contracts from IT, Facilities, HR, Finance, Operations, various vendors and other departments.
Maintain schedule of all vendor contracts with expiration dates and facilitate rebidding contracts every 3 years as they become due.
First approval review of all Accounts Payable requisitions in Great Plains.
First approval review of all personnel requisitions in ADP.
Facilitation of regular contract signing.
Minutes of meetings with all Finance/Billing/Referrals department heads and follow up on action items.
Preparation of charts and diagrams in Inspiration.
Preparation of presentation meeting materials including narrative, graphs and pictures in PowerPoint.
Review of Finance Committee package prior to release.
Organization and distribution of Finance Committee, Audit Committee and Board materials from Finance.
Provides occasional floater coverage for Accounting for invoice and cash receipt data entry as well as data entry support during projects such as UDS, OSHPD reporting.
Organizes and maintains file system and files correspondence and other records.
Scan contracts and distribute to pertaining departments.
Answers and screens telephone calls and arranges conference calls.
Coordinates schedules and makes appointments.
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Makes copies of correspondence or other printed materials.
Prepares outgoing mail and correspondence, including e-mail and faxes.
Orders and maintains supplies and arranges for office equipment maintenance.
Maintaining mailing list.
Prepare executive office expense reports.
Process requisitions for purchase order and place orders for the executive office as needed.
Perform other duties as assigned.