Executive Assistant for Finance

Amida Care, the largest Medicaid HIV Special Needs Plan in NY, delivers a uniquely effective care model that has become a true benchmark for innovation, engagement and member health outcomes. Our mission is to provide access to comprehensive care and coordinated services that facilitate positive health outcomes and general well-being for our members. This true integrative care model addresses psychosocial, housing, behavioral and medical services directly evolving around the needs of each member.

We are a community of individuals from diverse peoples who work together to actively foster a fair, equitable, inclusive environment where all employees receive an invitation to belong. Visit www.amidacareny.org/careers for more information about the Amida Care culture.

We are actively seeking a highly motivated, innovative and experienced leader to join our team as the Executive Assistant for Finance. Compensation will be commensurate with experience.

Position Summary:

The Executive Assistant - Finance will provide administrative support to the Finance department. The position will perform a broad variety of daily administrative office tasks including but not limited to managing active calendars of appointments and meetings; accounts payable payment processing, mailing, and electronic filing; maintaining files; composing and preparing correspondence that is sometimes confidential; supporting the corporate credit card program; and the preparation and tracking of expense and other recurring reports. The accountabilities of this position are generally performed under deadline and volume pressure and frequently involve handling a wide variety of confidential matters with discretion.

Responsibilities:

• Work closely and effectively with the Chief Financial Officer (CFO) and the Vice President of Finance (VPOF) to ensure understanding of priorities and expectations.
• Manage the CFO's calendar of work appointments, meetings, travel, etc., providing meeting prep materials and keeping CFO meetings on time and minimizing interruptions and delays.
• Provide accounts payable administrative support to the Finance department including, but not limited to the scanning, merging and electronic filing of weekly accounts payable payments and supporting documentation.
• Mailing of accounts payable payments and correspondence (FEDEX and regular mail); and maintenance of all electronic and hard copy files and tracking logs.
• Oversee the receipt and distribution of mail for the Finance department.
• Review and process corporate card logs, including the weekly log reconciliations, receipts and communication with department leads (card holders).
• Maintain 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.
• Provide administrative support for ReqLogic (automated invoice processing software system).
• Lead facilitator for Amida Care's offsite storage maintenance and processing with the vendor (GRM)Liaison with departments to manage, coordinate. and handle all document requests for the retrieval from and transfer to offsite storage.
• Manage special projects as assigned by the CFO and VPOF.
• Support the Finance team in the annual audit process, including scheduling meetings, preparation of audit confirmation letters and other tasks, as needed.
• Create and assist in creating PowerPoint presentations for training and departmental or organization wide presentations.
• Oversee the Finance department monitoring and ordering of supplies and maintenance of inventory.
• Provide coverage assistance for other administrative assistants as needed.
• Assist CFO and VPOF in writing, updating and management of Finance department policies and procedures.
• Assist the VPOF in the management of all insurance policies, including documentation, meetings, updates, and notifications of upcoming renewals, etc.
• 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 as assigned in accordance with organizational need.
• Perform other duties as assigned.

Amida Care is Diversity, Equity and Inclusion employer committed to full inclusion and elimination of discrimination in all its forms. We strive to develop, promote and sustain a culture that values equity and leverages diversity and inclusiveness in all that we do.

EDUCATION REQUIRED

Bachelor's degree or an equivalent combination of education and relevant work experience, preferably in a finance department.

EXPERIENCES AND/OR SKILLS REQUIRED

• Three (3) 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 of both internal and external contacts.
• Demonstrate appropriate behaviors in accordance with the organization's vision, mission, and values.