Executive Assistant - Temp Position

Our non-profit client is seeking an Executive Assistant who will provide administrative support to the Finance and Compliance departments. The position will perform a broad variety of daily administrative office tasks including but not limited to managing active calendars of appointments and meetings; maintaining files; composing and preparing correspondence.

RESPONSIBILITIES:

• Manage C levels calendar of work appointments, meetings, travel, etc., providing meeting prep materials and keeping meetings on time and minimizing interruptions and delays.
• Provide administrative support to the Finance department, including, but not limited to the scanning, merging and filing of weekly accounts payable payments and supporting documentation mailing of payments and correspondence (FEDEX and regular mail); and maintenance of all electronic and hard copy files and tracking log.
• Review and process corporate card program, including the weekly reconciliation of corporate card logs, receipts and follow-ups with department leads (card holders).
• Prepare and organize Finance files, including accounts payable, general ledger and others as needed
• Develop and implement a process to organize and maintain all CFO office files.
• Manage, coordinate and act as the lead facilitator for client s offsite storage maintenance and processing with GRM vendor, and liaison with departments, related to requests for the retrieval from and transfer to offsite storage.
• Manage, track and support the Compliance team with reminders and follow-up emails to business leads in obtaining documents for pending plan of corrections/corrective action plans.
• Manage, update and monitor all Compliance work plans and other regulatory tracking worksheets.
• Assist Compliance Manager in obtaining necessary documents for internal audits and other tasks related to the audits
• Provide administrative support to the Compliance department
• Responsible for the outgoing HIPAA mailing process.
• Manage special projects assigned by the CFO and CO.
• Oversee the receipt and distribution of mail for Finance and Compliance departments
• Support the Finance team in scheduling meetings as needed, especially during annual audit process
• Create and assist in creating PowerPoint presentations for training and departmental or organization wide presentations
• Oversee the Finance department monitoring and ordering of supplies
• Provide coverage assistance for other administrative assistants as needed
• Coordinate department mailings, develop and modify forms and documents as needed
• Scan documents and maintain/ update the scan folders, including shredding, as needed.
• Research, compile, assimilate and prepare sensitive and confidential documents
• Complete ad-hoc projects assigned in accordance with organizational need.
• Perform other duties as assigned

REQUIREMENTS:

• Bachelor s degree or an equivalent combination of education and relevant work experience
• Three (3) years experience supporting C-Level Executives, preferably in a non-profit organization
• Demonstrated ability to work independently and know when to seek support
• Demonstrated 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 of both internal and external contacts.
• Demonstrate appropriate behaviors in accordance with the organization s vision, mission, and values