Senior Executive Assistant, CFO

AdaptHealth•Conshohocken, PA

1d•Hybrid

About The Position

Position Summary: The Senior Executive Assistant (Sr EA) to the CFO will work autonomously and use sound judgement to provide high-level administrative and strategic support to the CFO, SVP Investor Relations, and the rest of the Finance & Accounting leadership team. This role requires exceptional organizational skills, the ability to handle confidential information, knowledge of the business, and a proactive approach to anticipate the needs of senior executives and help maintain the executives’ business rhythms. The Sr EA will serve as a trusted partner, managing day-to-day operations, streamlining workflows, and ensuring effective communication to Investors, the Board of Directors, and Executive Leadership across the company. Please note, this will be a hybrid position with in-office presence in our Conshohocken HQ at least three days per week! Essential Functions and Job Responsibilities: Executive Support Manage complex calendars for C-Suite executives, prioritizing, scheduling and coordinating meetings, appointments, and travel arrangements Serve as the primary point of contact for the executives, handling calls, emails, and correspondence with professionalism and discretion Prepare detailed agendas, briefing materials, and presentations for high-stakes meetings, ensuring executives are well-prepared Draft, edit, and review correspondence, reports, and documents on behalf of the executives Anticipate and proactively address the needs of executives by providing timely support, including research and data analysis Maintain and organize executive files, both electronic and paper, ensuring easy access and retrieval of information Handle sensitive and confidential information with discretion Communication & Liaison Act as a liaison between the CFO, external stakeholders, and internal teams, ensuring clear and efficient communication of priorities and objectives Build and maintain strong relationships with board members, senior leaders, and external stakeholders Coordinate communication across departments, ensuring alignment with company goals Meeting & Event Coordination Organize and manage logistics for leadership meetings, executive off-sites, conferences and team events, including setting agendas, drafting presentations, recording minutes, and tracking follow-ups Facilitate the preparation and distribution of materials for board meetings and executive presentations Administrative Excellence Oversee expense management for executives, including budgeting, invoicing, and expense reporting Maintain and organize confidential files, contracts, and records Implement and refine processes to enhance the efficiency of the C-Suite office Manage office tools and software to ensure streamlined workflows Travel Management: Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries Prepare travel expense reports and ensure timely reimbursement processing Project Support: Assist with special projects and initiatives directed by the CFO, SVP Investor Relations, and the rest of the Finance & Accounting leadership team Conduct research, compile data, and prepare reports to support executive decision-making Track project milestones and deliverables, ensuring timely completion of tasks Maintain patient confidentiality and function within the guidelines of HIPAA Completes assigned compliance training and other educational programs as required Maintains compliant with AdaptHealth’s Compliance Program and applicable company policies, procedures, and patient protocols Perform other related duties as assigned and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position Competency, Skills, and Abilities: Exceptional organizational and time management skills Strong written and verbal communication skills with attention to detail. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other relevant software Ability to integrate AI tools (ie, Microsoft CoPilot, ChatGPT) into daily workflows Project management skills, to include facilitating/coordinating presentation materials from different leaders, and driving timelines for delivery Ability to handle multiple tasks simultaneously and work under pressure High level of discretion and professionalism in handling confidential information Ability to adapt and be flexible in a rapidly changing environment, be patient, accountable, proactive, take initiative and work effectively on a team Analytical and problem-solving skills with attention to detail Decision Making Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction Requirements Education and Experience Requirements: Minimum of 5 years of experience as an executive assistant or in a similar administrative role, in a publicly traded company Bachelor’s degree preferred Physical Demands and Work Environment: Work environment will be stressful at times, as overall office activities and work levels fluctuate. Must be able to bend, stoop, stretch, stand, and sit for extended periods of time. Subject to long periods of sitting and exposure to computer screen. Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use. Metal ability to work in a fast-paced work environment. Must be able to lift 30 pounds as needed. May be exposed to angry or irate customers or patients. Excellent ability to effectively communicate both verbally and written with internal and external customers with the ability to demonstrate empathy, compassion, courtesy, and respect for privacy. Physical and mental ability to analyze data, problem solving and critical thinking. Mental ability to demonstrate empathy, compassion, courtesy, and respect for privacy. Ability to work after non-business hours as needed and travel as needed.

Requirements

Exceptional organizational and time management skills
Strong written and verbal communication skills with attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other relevant software
Ability to integrate AI tools (ie, Microsoft CoPilot, ChatGPT) into daily workflows
Project management skills, to include facilitating/coordinating presentation materials from different leaders, and driving timelines for delivery
Ability to handle multiple tasks simultaneously and work under pressure
High level of discretion and professionalism in handling confidential information
Ability to adapt and be flexible in a rapidly changing environment, be patient, accountable, proactive, take initiative and work effectively on a team
Analytical and problem-solving skills with attention to detail
Decision Making
Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction
Minimum of 5 years of experience as an executive assistant or in a similar administrative role, in a publicly traded company

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Manage complex calendars for C-Suite executives, prioritizing, scheduling and coordinating meetings, appointments, and travel arrangements
Serve as the primary point of contact for the executives, handling calls, emails, and correspondence with professionalism and discretion
Prepare detailed agendas, briefing materials, and presentations for high-stakes meetings, ensuring executives are well-prepared
Draft, edit, and review correspondence, reports, and documents on behalf of the executives
Anticipate and proactively address the needs of executives by providing timely support, including research and data analysis
Maintain and organize executive files, both electronic and paper, ensuring easy access and retrieval of information
Handle sensitive and confidential information with discretion
Act as a liaison between the CFO, external stakeholders, and internal teams, ensuring clear and efficient communication of priorities and objectives
Build and maintain strong relationships with board members, senior leaders, and external stakeholders
Coordinate communication across departments, ensuring alignment with company goals
Organize and manage logistics for leadership meetings, executive off-sites, conferences and team events, including setting agendas, drafting presentations, recording minutes, and tracking follow-ups
Facilitate the preparation and distribution of materials for board meetings and executive presentations
Oversee expense management for executives, including budgeting, invoicing, and expense reporting
Maintain and organize confidential files, contracts, and records
Implement and refine processes to enhance the efficiency of the C-Suite office
Manage office tools and software to ensure streamlined workflows
Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries
Prepare travel expense reports and ensure timely reimbursement processing
Assist with special projects and initiatives directed by the CFO, SVP Investor Relations, and the rest of the Finance & Accounting leadership team
Conduct research, compile data, and prepare reports to support executive decision-making
Track project milestones and deliverables, ensuring timely completion of tasks
Maintain patient confidentiality and function within the guidelines of HIPAA
Completes assigned compliance training and other educational programs as required
Maintains compliant with AdaptHealth’s Compliance Program and applicable company policies, procedures, and patient protocols
Perform other related duties as assigned and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position