Executive Assistant - Finance and Compliance

$62,295 - $77,875/Yr

Amida Care - New York, NY

Full-time - Entry Level

New York, NY

Administration of Human Resource Programs

About the position

Amida Care, the largest Medicaid HIV Special Needs Plan in New York, is seeking a highly motivated and experienced Executive Assistant for Finance and Compliance. This role is pivotal in providing comprehensive administrative support to the Finance and Compliance departments, ensuring that operations run smoothly and efficiently. The Executive Assistant will be responsible for a variety of tasks that include managing the calendars of the Chief Financial Officer (CFO) and Compliance Officer (CO), preparing meeting materials, and maintaining files. The position requires a proactive individual who can handle confidential correspondence and support compliance audits and follow-ups. The Executive Assistant will also be tasked with preparing and tracking expense reports and other recurring reports, which are essential for the financial health of the organization. In this role, the Executive Assistant will manage the scheduling of appointments and meetings for the CFO and CO, ensuring that all meetings are well-prepared and executed on time. This includes minimizing interruptions and delays, which is crucial for maintaining the productivity of the executive team. The position also involves administrative support for the Finance department, such as processing accounts payable, maintaining electronic and hard copy files, and managing the corporate card program. The Executive Assistant will develop and implement processes to organize and maintain all CFO office files, ensuring that all documentation is easily accessible and up-to-date. Additionally, the Executive Assistant will play a key role in managing Amida Care's policy maintenance and tracking system, ensuring that all policies are reviewed and updated in a timely manner. The position requires strong organizational skills and the ability to prioritize multiple tasks effectively. The Executive Assistant will also support the Compliance team by tracking work plans and assisting with internal audits, ensuring that all necessary documents are obtained and organized for compliance surveys. This role is integral to the success of the Finance and Compliance departments and requires a candidate who is not only skilled but also aligns with Amida Care's mission of providing equitable and inclusive care.

Responsibilities

• Manage the Chief Financial Officer (CFO)'s and Compliance Officer (CO)'s calendar of work appointments, meetings, travel, etc.
• Provide administrative support to the Finance department, including scanning, merging, and filing of weekly accounts payable payments and supporting documentation.
• Review and process corporate card program, including weekly reconciliation of corporate card logs and receipts.
• Prepare and organize Finance files, including accounts payable and general ledger.
• Develop and implement a process to organize and maintain all CFO office files.
• Manage and coordinate offsite storage maintenance and processing with GRM vendor.
• Manage and act as the lead administrator for Amida Care's policy maintenance and tracking system (Policy Stat).
• Manage, track, and support the Compliance team with reminders and follow-up emails for obtaining documents for pending plans of corrections.
• Assist Compliance Manager in obtaining necessary documents for internal audits and other tasks related to audits.
• Responsible for the outgoing HIPAA mailing process.
• Manage special projects as assigned by the CFO and CO.

Requirements

• Bachelor's degree or an equivalent combination of education and relevant work experience.
• Five (5) years' experience supporting C-Level Executives, preferably in a non-profit organization.
• Demonstrate ability to work independently and know when to seek support.
• Demonstrate ability to build relationships with stakeholders, including staff, board members, and external partners.
• Demonstrate excellent verbal and written communication skills.
• Demonstrate strong organizational skills that reflect ability to perform and prioritize multiple tasks with care and follow-through.
• Exhibit proactive approaches to problem-solving with strong decision-making ability.
• Demonstrate proficiency in Word, Excel, PowerPoint, and Outlook.
• Demonstrate understanding and sensitivity to multi-cultural values, beliefs, and attitudes.