• Executive Assistant-Finance

    Job Locations US-CA-Santa Ana
    Posted Date 2 weeks ago(7/6/2018 2:04 PM)
    Job ID
    2018-1377
    # of Openings
    1
    Category
    Administrative
  • Overview

    Planned Parenthood of Orange and San Bernardino Counties has an exciting full-time opportunity for an Executive Assistant who will be responsible for administrative duties to support the Vice President of Finance and the Directors within the Finance department.  Performs a variety of administrative assignments and special projects including but not limited to assistance with preparation for presentations, updates statistic reports and front desk (reception) duties.  Interacts and coordinates work with all departments (as assigned by Finance Leadership). Will perform additional duties, responsibilities and special projects as assigned by the VP of Finance.

    Responsibilities

    1. Performs administrative duties for the Vice President of Finance and the Directors of the Finance department, including but not limited to being the point of contact for the Finance Department, scheduling meetings and conference calls, coordinating any catering needs, ensuring AV technology is working properly, preparing agendas and handouts, taking minutes at regularly scheduled meetings, following-up with all the deliverables with all parties in attendance.  
    2. Manages the reception desk for the Finance area; greeting, checking-in visitors, sorting mail and other required administrative duties to support the Finance Team.
    3. Handles details of a confidential nature, and performs administrative functions based on understanding of company policy, executive expectations and organization’s mission.
    4. Prepares correspondence, creates graphs and reports for the executive team, and powerpoints/meeting materials as needed.
    5. Maintains the calendars for the Finance Senior Leaders, coordinate meetings with internal and external participants and ensures that necessary travel arrangements are made, as needed and in accordance with company budget and policy. 
    6. Practices basic project management functions; including organizing project meetings, attendees, and tasks and following up on open items.
    7. Reviews and submits all expenses and reimbursements.
    8. Provides high level of customer service to the Finance team and with internal and external customers, often acts as liaison between the Finance department and other departments at PPOSBC.
    9. Provides basic project management support, as assigned for large, inter-departmental projects.
    10. May assist with data and document collection for internal and external audits, provide support for accounts payable and with payroll processing.
    11. Anticipates ways in which executive time may be saved.
    12. Performs other duties and responsibilities as assigned.

    Qualifications

    Associate Degree or equivalent job-related experience required, Bachelor’s level degree preferred.

    Three or more years of secretarial / administrative assistance required.

    Prior experience supporting senior level executive strongly preferred.

    Health care experience highly desired; familiarity with electronic medical records and medical terminology preferred.

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