Executive Assistant

Join to apply for the Executive Assistant (MHO) role at Beacon Health System

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Join to apply for the Executive Assistant (MHO) role at Beacon Health System

The Executive Administrative Assistant to the Vice President, Operations, serves as a trusted partner and right-hand support to the Vice President of Operations, providing high-level administrative, financial, and operational assistance. This role manages a wide range of responsibilities, including accounts payable, bank reconciliations, financial reporting, and coordination of special projects, ensuring the finance office operates at peak efficiency. The position requires exceptional organizational skills, a strong grasp of financial processes, meticulous attention to detail, and the highest level of discretion in handling sensitive information.

MISSION, VALUES, AND SERVICE GOALS

MISSION: We deliver outstanding care, inspire health, and connect with heart.

VALUES: Trust. Respect. Integrity. Compassion.

SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Key Responsibilities

Executive & Administrative Support

• Serve as primary administrative support for the Vice President, Operations, including calendar management, meeting coordination, and executive correspondence.
• Prepare and process purchase orders, supply requisitions, and equipment requests with supporting justifications.
• Develop and maintain efficient filing systems for financial, operational, and executive documents.
• Draft and prepare professional letters, memos, spreadsheets, presentations, and reports for executive leadership.
• Coordinate and track special projects, ensuring deadlines and quality standards are met.
  
  

Financial Operations & Accounts Payable

• Review, code, and verify invoices and check requests for proper vendor accounts and general ledger allocation.
• Enter and process payables in Meditech, obtain necessary approvals, and ensure timely payments.
• Generate scheduled payment reports for Vice President authorization and reconcile monthly aged payable reports.
• Provide accurate vendor data for IRS 1099 preparation and assist with month-end/annual close processes.
  
  

Banking & Cash Management

• Reconcile daily receipts and accounts receivable for month-end reporting.
• Process online payments via Authorize.net and reconcile against Meditech daily journal summaries.
• Pull and distribute daily ACH transactions to the appropriate billing staff.
• Prepare and send daily cash flow reports.
• Perform monthly bank reconciliations for multiple organizational accounts.
  
  

Data & HR Support

• Verify employee timecards, monitor labor distribution, and track attendance/LOA records.
• Compile, analyze, and present departmental performance data to identify trends and support decision-making.
• Manage and track performance appraisals to ensure timely completion.
  
  

Qualifications

Education & Experience

• High school diploma or equivalent required; two years of post-secondary education in business, finance, or office administration preferred.
• Minimum of five (5) years of progressive executive administrative experience, ideally supporting finance or senior leadership in a healthcare or corporate environment.
  
  

Knowledge & Skills

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and data entry systems; Meditech experience preferred.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication abilities.
• Strong math and analytical skills for financial reporting and reconciliations.
• High level of professionalism, discretion, and confidentiality.
  
  

Working Conditions & Physical Demands

• Professional office setting within a healthcare environment.
• May require standing/walking for extended periods, lifting up to 20 pounds, and occasional exposure to biohazards.

Seniority level

• Seniority level Mid-Senior level

Employment type

• Employment type Full-time

Job function

• Job function Administrative
• Industries Hospitals and Health Care

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