Executive Assistant to the Chief Financial Officer (CFO)

milebluff; Mauston (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

Mile Bluff Medical Center in Wisconsin is seeking an Executive Assistant to the CFO to act as a crucial liaison among the CFO, executive leadership, and board members. You will handle highly confidential financial and personnel information and provide top-level administrative support, including preparing reports, agendas, and presentations.

You will also manage the CFO’s calendar, coordinate travel, and assist with contract renewals and governance documentation, working with other C-Suite

Qualifications

• Associate degree or 2+ years related financial admin experience required.
• Proficiency with Microsoft 365 and MS Office applications required.
• Experience in medical industry preferred; notary duties may be required.

Responsibilities

• Manage CFO calendar, meetings, travel arrangements, and daily schedule.
• Screen and direct communications for the CFO; maintain confidential records.
• Prepare correspondence, reports, presentations, and meeting materials.
• Maintain contract database program and distribute reports for leadership and Board.
• Coordinate Governance documents and finance committee support materials.
• Collaborate with other C-Suite Assistants to meet administrative needs.

Skills

MS Office proficiency

Calendar management

Administrative coordination

High attention to confidentiality

Communication skills

Education

Associate degree in Business Administration or related field

Tools

Outlook

Word

Excel

PowerPoint

SharePoint

Job description

General Information:

Job title: Executive Assistant to the Chief Financial Officer (CFO)

Schedule: 80 hours per pay period; Monday - Friday - 8:00am to 4:30pm

Weekend Requirement: No weekends

Holiday Requirement: Paid holidays

Position Summary:

The Executive Assistant to the CFO serves as a key liaison between the CFO and executive leadership, department directors, board members, auditors, consultants, and external agencies. The Executive Assistant provides high-level administrative support by managing sensitive financial, legal and personnel information. This position assists with financial reporting activities, supports strategic initiatives, prepares presentations, maintains contract database program, performs general clerical duties, and provides administrative support for the areas under the CFO's oversight.

Position Responsibilities:

• Manage the CFO's calendar, meetings, travel arrangements, and daily schedule.
• Prioritize and coordinate appointments, deadlines, and projects.
• Assist with the preparation of correspondence, reports, presentations, and meeting materials.
• Screen and direct incoming communications on behalf of the CFO.
• Maintain confidential records and sensitive financial information.
• Assist CFO with maintaining and distributing reports, spreadsheets, and presentations for leadership and the Board of Directors.
• Assist CFO with insurance renewals, contract renewals, and other recurring functions.
• Schedule Finance Committee and other committee meetings, assist with preparing agendas, meeting packets, minutes, and other support documentation. Maintain finance committee and other governance documents.
• Manage iContract program and maintain MBMC contract database and files.
• Support strategic initiatives and special projects assigned by the CFO. Monitor project timelines and assist with implementation activities. Maintain project documentation and status reports.
• Coordinate meetings and communications among internal and external stakeholders. Track follow-up items and action plans resulting from meetings.
• Help with the development of and maintenance of departmental policies, procedures, and administrative files.
• Performs general office duties to include ordering supplies.
• Collaborate with other C-Suite Assistants to ensure administrative needs are met.
• Perform other duties as requested.

Position Requirements:

• Associate degree in Business Administration, Accounting, Healthcare Administration, or 2+ years of related financial work experience required.
• Proficiency in Microsoft 365 (Outlook, SharePoint, Word, Excel, PowerPoint, etc.) required.
• Experience working in the medical industry is preferred.
• Secretarial coursework preferred.
• Perform duties of Notary.

Knowledge, Skills, & Abilities

• Strong understanding of administrative and office management practices.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Ability to prepare professional reports, presentations, and meeting materials.
• Excellent organizational, time management, and project coordination skills.
• Strong written and verbal communication abilities.
• Ability to manage highly confidential information with discretion.
• Ability to work independently and prioritize multiple responsibilities.
• Knowledge of hospital finance and budgeting preferred.

Why Mile Bluff Medical Center?

Mile Bluff Medical Center is a place where people come first. Our team is comprised of caring, patient-centered professionals serving pediatric through geriatric populations in our rural community. Our not-for-profit organization prides itself on providing state-of-the-art healthcare services, a positive work environment, and a team where employees feel valued and supported. Mile Bluff is an independent organization that offers competitive wages, great benefits and the opportunity for growth. Mile Bluff makes decisions for its employees and patients locally without relying on a large health system in another community.