Executive Assistant

4 weeks ago

New York, New York, United States Amida Care Full time
Job Title: Executive Assistant - Finance and Compliance

Amida Care, a leading Medicaid HIV Special Needs Plan in NY, is seeking a highly motivated and experienced Executive Assistant to support the Finance and Compliance departments.

This is a unique opportunity to join a team that delivers a comprehensive care model, addressing psychosocial, housing, behavioral, and medical services to facilitate positive health outcomes and general well-being for our members.

Key Responsibilities:
  • Manage the Chief Financial Officer (CFO) and Compliance Officer (CO) calendars, providing meeting prep materials and ensuring timely meetings.
  • Provide administrative support to the Finance department, including scanning, merging, and filing of accounts payable payments and supporting documentation.
  • Review and process corporate card program, including weekly reconciliation of corporate card logs and receipts.
  • Prepare 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.
  • Manage and coordinate offsite storage maintenance and processing with GRM vendor, and liaison with departments for requests.
  • Manage and act as the lead administrator for Amida Care's policy maintenance and tracking system (Policy Stat).
  • Manage, track, and support the Compliance team with reminders and follow-up emails to business leads for pending plan of corrections/corrective action plans.
  • Manage, update, and monitor all Compliance work plans and other regulatory tracking worksheets.
  • Assist Compliance Manager in obtaining necessary documents for internal audits and other tasks related to the audits.
  • Provide administrative support to the Compliance department with the coordination and organization of documents for A44 Full and Target surveys.
  • Responsible for the outgoing HIPAA mailing process.
  • Manage special projects as assigned by the CFO and CO.

Amida Care is a 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.

Requirements:
  • Bachelor's degree or an equivalent combination of education and relevant work experience.
  • Five (5) 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 with colleagues and all contacts.
  • Demonstrate appropriate behaviors in accordance with the organization's vision, mission, and values.

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