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Executive Administrative Support Specialist

2 months ago

Hartford, Alabama, United States Ohm Systems, Inc Full time

Summary

Ohm Systems, Inc. is seeking a highly organized and motivated Executive Administrative Assistant to provide comprehensive support to the Chief Financial Officer (CFO), Corporate Compliance Officer, and other Directors within the Finance Division.

This role encompasses managing day-to-day office operations for Fiscal Services and Revenue Cycle Services departments, preparing presentations, and maintaining meticulous records and schedules.

Responsibilities

  • Coordinate all aspects of monthly Board Audit & Finance Committee meetings, including arrangements, board portal preparation, and PowerPoint presentations.
  • Manage meeting logistics such as scheduling, food service arrangements, and special needs accommodations.
  • Generate and maintain comprehensive files for reports and meeting minutes.
  • Prepare correspondence and reports for the CFO, Controller, Senior Director of Revenue Cycle Services, Director of Budget & Reimbursement, and other division directors.
  • Compose and edit professional correspondence; conduct research for projects, surveys, and applications.
  • Prepare agendas, maintain reports and audit documents for Corporate Compliance Committee meetings, and provide support to the Corporate Compliance Officer in compliance-related activities.
  • Track and manage files of Business Associate Agreements.
  • Manage schedules for finance division leaders, analyze and prioritize incoming mail and emails, and screen/direct incoming calls.
  • Develop and maintain department records and files to ensure timely and accurate access to essential financial information.

Skills & Qualifications

  • Proficiency in Microsoft Excel for reporting and presenting data.
  • Competency in Microsoft Word and PowerPoint.
  • Strong organizational and multitasking skills.
  • Excellent written and oral communication skills.
  • Ability to analyze and prioritize incoming communications.

Background

  • 2+ to 5 years of experience in an administrative role.
  • Experience in a finance or corporate setting is preferred.
  • Prior experience with corporate compliance is beneficial but not required.

Education

  • Associate's Degree required.