Administrative Executive Assistant Job Opening

We are working with an Excellent hospital client in Southern California looking for an Administrative Executive Assistant to the Chief Financial Officer. This is a highly reputable hospital located in the Los Angeles/Orange county area. 200+bed acute care facility. The CFO is looking for a partner who’s independent and proactive. Great opportunity to work for a respected individual throughout a large network.

Position Summary:

1) Provides executive level administrative support and oversight to the office of the CFO. Reviews and distributes incoming correspondence, drafting responses timely and when appropriate. Schedules meetings as requested taking into consideration project time frames and available resources. Oversees and directs executive secretary in providing additional support to the department and functions. Also oversees receptionist supporting Administration department and office management.

2) Maintains, distributes, and retains financial records and data including the reporting and certification in connection with bond covenant requirements (i.e., quarterly reporting on EMMA, annual certifications and compliance, etc.) and other agency requirements (i.e., monthly reporting of financials to key contractors and/or stakeholders such as CalOptima, BOD, CHFFA, EMT, etc.). Interacts with investment managers, bankers and other officials related to the Company’s assets and debt issues.

3) Provides administrative support to various Board Committees, including the Finance Committee, Investment Committee and Audit & Compliance Committee. Coordinates and attends Committee meetings. Creates supporting documents for Committee meetings including meeting notice, power points, agenda management, etc. Displays accountability for accurate and timely minute preparation. Assists CEO and CFO in the preparation and distribution of meeting materials, displaying a commitment to resolve any problems with minimal guidance or direction and interacts well with Board members. Timely implementation of materials to Board members in Director’s Desk system.

4) Coordinates effectively with CFO direct reports responding timely; creating appropriate correspondence and communicates as needed. Works independently with solid decision making skills.


5+ years of executive secretarial and/or administrative support. Prior experience in a financial services, legal or real estate office environment. Must be knowledgeable in financial reporting as well as financing and investment terms and funds.

Groupwise e-mail/calendaring program experience; Director’s Desk, experience creating correspondence, handles routine calls and decisions on behalf of a senior executive.

Strong computer skills including Microsoft Office (Excel, Word, PowerPoint), internet, e-mail/calendaring program; strong grammatical and proofreading skills; ability to work independently, prioritize and complete duties in a timely and organized manner; works collaboratively and in a positive manner with others; prepares timely and accurate documentation and reports, including Board Committee minutes; ability to set goals and judge results in accordance with the highest standards; and oversight of the executive secretary and receptionist providing additional support to the department.

Tina Roberts

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