Executive Assistant

About the position

The Executive Assistant plans and coordinates a wide variety of administrative and other tasks to support the work of the Finance & Operations Department. This role involves scheduling and coordinating meetings, generating correspondence, maintaining financial records, and assisting with audits, among other responsibilities.

Responsibilities

• Schedule and coordinate meetings for the CFO & Controller
• Generate all letters and correspondence for the department
• Respond & follow-up on general finance-related enquiries made by other program areas and stakeholders
• Maintain a daily cash receipt record for all agency checks, distribute copies to the appropriate person(s), scan copies of checks and deposits slips to Senior Associate Accountant; and Contract Analyst
• Establish and maintain successful banking relationships and communication, including managing reporting and required documentation for all bank accounts
• Administer residents in care individual bank accounts
• Assist in gathering documentation for all agency audits as needed by the CFO & Controller
• Maintain finance manuals and policy documents, including other financial recordkeeping as requested
• Distribute all finance mail
• Oversee general office duties and office equipment
• Take minutes for all Finance & Operations meetings
• Control Finance petty cash
• Conduct agency petty cash audits
• Assist with Agency Switchboard, mailing
• Manage Finance & Operations team reception lunch coverage on Wednesdays: from 12:30 pm to 1:30 pm. (include staff from AP/Revenue/Contract/Finance)
• Assist in Executive Office functions as needed

Requirements

• Proven experience as an Executive or Administrative Assistant with 5+ years of experience preferably supporting senior executives required
• Ability to maintain confidentiality, good judgment and diplomacy
• Strong verbal and written communication skills to interact effectively, both internally and externally required
• Flexibility to adapt to changing priorities and the ability to work well under pressure
• Ability to type 50-60 wpm and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Advanced Excel experience with ability to create/modify charts, and tables of data
• High School diploma required

Nice-to-haves

• Notary preferred