Executive Assistant (MHO)

Summary

The Executive Administrative Assistant to the Vice President, Operations,  serves as a trusted partner and right-hand support to the Vice President of Operations, providing high-level administrative, financial, and operational assistance. This role manages a wide range of responsibilities, including accounts payable, bank reconciliations, financial reporting, and coordination of special projects, ensuring the finance office operates at peak efficiency. The position requires exceptional organizational skills, a strong grasp of financial processes, meticulous attention to detail, and the highest level of discretion in handling sensitive information.

MISSION, VALUES, AND SERVICE GOALS

MISSION : We deliver outstanding care, inspire health, and connect with heart.

VALUES : Trust. Respect. Integrity. Compassion.

SERVICE GOALS : Personally connect. Keep everyone informed. Be on their team.

Key Responsibilities

Executive & Administrative Support

Serve as primary administrative support for the Vice President, Operations, including calendar management, meeting coordination, and executive correspondence.

Prepare and process purchase orders, supply requisitions, and equipment requests with supporting justifications.

Develop and maintain efficient filing systems for financial, operational, and executive documents.

Draft and prepare professional letters, memos, spreadsheets, presentations, and reports for executive leadership.

Coordinate and track special projects, ensuring deadlines and quality standards are met.

Financial Operations & Accounts Payable

Review, code, and verify invoices and check requests for proper vendor accounts and general ledger allocation.

Enter and process payables in Meditech, obtain necessary approvals, and ensure timely payments.

Generate scheduled payment reports for Vice President authorization and reconcile monthly aged payable reports.

Provide accurate vendor data for IRS 1099 preparation and assist with month-end / annual close processes.

Banking & Cash Management

Reconcile daily receipts and accounts receivable for month-end reporting.

Process online payments via Authorize.net and reconcile against Meditech daily journal summaries.

Pull and distribute daily ACH transactions to the appropriate billing staff.

Prepare and send daily cash flow reports.

Perform monthly bank reconciliations for multiple organizational accounts.

Data & HR Support

Verify employee timecards, monitor labor distribution, and track attendance / LOA records.

Compile, analyze, and present departmental performance data to identify trends and support decision-making.

Manage and track performance appraisals to ensure timely completion.

Qualifications

Education & Experience

High school diploma or equivalent required; two years of post-secondary education in business, finance, or office administration preferred.

Minimum of five (5) years of progressive executive administrative experience, ideally supporting finance or senior leadership in a healthcare or corporate environment.

Knowledge & Skills

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and data entry systems; Meditech experience preferred.

Strong organizational and time management skills with the ability to manage multiple priorities.

Excellent written and verbal communication abilities.

Strong math and analytical skills for financial reporting and reconciliations.

High level of professionalism, discretion, and confidentiality.

Working Conditions & Physical Demands

Professional office setting within a healthcare environment.

May require standing / walking for extended periods, lifting up to 20 pounds, and occasional exposure to biohazards.