Executive Assistant Finance Reporting Unit

2 weeks ago

Northfield, United States College of American Pathologists Full time

Who we are? As the world's largest organization of board-certified pathologists and leading provider of laboratory accreditation and proficiency testing programs, the College of American Pathologists (CAP) serves patients, pathologists, and the public by fostering and advocating excellence in the practice of pathology and laboratory medicine worldwide.

Our Culture
- CAP employees make a meaningful difference by partnering with colleagues customers and members on challenging and rewarding work
- CAP provides its employees with an energetic and collaborative work environment and encourage opportunities to further develop their skills—offering reimbursement for educational programs and participation in events that enhance your skills
- We offer a generous compensation and benefits package, 401K, and more

Brief Description
The Executive Assistant, Finance Reporting Unit (Executive Assistant) is responsible for:

- Providing administrative support to the Vice President, Finance.
- Providing support to the Finance Reporting Unit (RU) leadership team in coordinating and administrating the overall operations of the RU.
- Facilitating certain accounting, financial reporting, and regulatory filing processes.
- Serving as the RU administrative point of contact for systems, policies, information, and training.
- Assisting with special projects as assigned.
- Operating with mínimal supervision.
- Exercising independent judgment, analysis, and discretion in contributing to the achievement of the RU goals and objectives by providing smooth and efficient administrative support

Specific Duties

**Primary duties and responsibilities**:Administrative support for the Vice President and the RU**:

- Provide administrative support by managing the flow of information and correspondence within the division.
- Identify, develop, and improve administrative processes and procedures.
- Schedule meetings and coordinate logistics for the Vice President.
- Facilitate division communication during Vice President’s absence.
- Submit expense reports for the Vice President.
- Facilitate timely electronic or wet signatures of key documents by the Vice President and other key CAP representatives.
- Coordinate logistics for division, department, and RU leadership team meetings (including location, catering, materials, surveys, etc.).
- Provide administrative support to the RU leadership team (directors and above), including scheduling of group/cross-functional meetings and group meal arrangements.
- Assist with the preparation of presentations and written materials.
- Initiate purchase requisitions and process invoices.

**Committee support**:

- Assist with meeting activities (in-person and virtual) for various committees (Finance, Investment, Audit) including planning of location in coordination with Vice President and the Meeting Management team, arranging group dinners. compiling and disseminating agenda books, arranging for loaner equipment as needed, facilitating of minutes approval.
- Review, code, and facilitate timely approvals of expense reports for members of committees supported by the division.

**Monthly/annual close support**:

- Facilitate monthly ERP module closes.
- Code select bills (e.g. Verizon) prior to submitting to Accounts Payable (A/P) for payment.
- Facilitate certain recurring journal entries (e.g. committee accruals).

**Audit and tax filings support**:

- Responsible for facilitating certain deliverables for the annual audit, including:

- Facilitating requests for confirmation letters for investments, legal, etc.
- Collection and submission of minutes for the Board and relevant committees
- Tax return/990 assistance - facilitate printing, signatures, check requests, and mailing of annual tax returns and extensions.

**Other responsibilities**:

- Maintain awareness of overall department operations and company policy as required.
- Facilitate onboarding/offboarding of RU staff in partnership with appropriate people manager.
- Assist A/P with expense reimbursement training of other staff, as needed.
- Support relevant system implementation, testing, and division change management as needed.
- Serve as the Finance RU representative to the ASK Taskforce (CAP administrative network) to facilitate collaboration and knowledge sharing with other RU’s.
- Other duties as assigned.

Knowledge/Skills Required/Preferred

**Personal**:

- Possess a high level of oral, written, listening, interpersonal, and organizational skills (required).
- Able to manage multiple and complex assignments with relative ease.
- Exercises good professional judgment to make independent decisions where appropriate and seek guidance, when necessary.
- Effectively prioritizes tasks.
- Works well independently and with others to produce timely, high-quality results.
- Motivates others to produce timely results.
- Able to establish and maintain productive, collaborative professional relationships with staff at all levels, board and committee

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