Hybrid Executive Assistant & Finance Coordinator

Westchester-Jewish-Community-Services; City of White Plains (NY); Hybrid; USD 55,000 - 62,000; Full time

Benefits offered by this job

Paid time off

Health benefits

FSA

HRA

Disability insurance

Life insurance

403(b) plan

Professional development

Employee assistance program

Tuition reimbursement

Job summary

Westchester Jewish Community Services (WJCS) is seeking a full-time Executive Assistant/Finance Coordinator to join our Finance team at the White Plains headquarters. This hybrid role provides project management and administrative support to the CFO and finance staff.

The successful candidate will manage calendars, prepare reports and correspondence, coordinate contracts and financial documents, and liaise with vendors and auditors as needed.

Qualifications

• Minimum 3-5 years of office administration and coordination experience, preferably in a Finance department, financial services, or accounting business.
• Proficiency in Microsoft Office, including Excel.
• Valid NYS driver's license and a vehicle.
• Detail oriented with project management experience and the ability to prioritize tasks in a busy department with multiple responsibilities and deadlines.
• Understanding of the functions of a Finance department.
• Excellent communication and interpersonal skills.

Responsibilities

• Providing administrative support to the CFO, including preparing correspondence, forms, expense reports, and preparing for meetings, including board and board committee meetings.
• Coordinating and distributing finance department mail.
• Managing and maintaining the department-wide financial and tax reporting calendar, liaising with the CFO, finance, and program staff to ensure an organized review process.
• Liaising with outsourced accounting team or vendors on accounts payable and processing certain transactions in financial systems (Intacct and BILL).
• Supporting banking and corporate credit card activity; Managing deposits in bank system (or periodically at bank) and serve as administrator for corporate credit cards in bank credit card system.
• Supervising part-time Finance Assistant who assists in completing various responsibilities.
• Obtaining insurance certificates, supporting the completion of annual insurance renewal applications, and liaising with insurance broker and others to resolve issues
• Coordinating and processing contracts and other financial documents.
• Assisting external auditors with documents as needed.
• Coordinating purchasing activities as needed.
• Ad Hoc projects as assigned.

Skills

Microsoft Excel

Office administration

Project management

Communication skills

Interpersonal skills

Attention to detail

Job description

Westchester Jewish Community Services (WJCS) is seeking a full-time Executive Assistant/Finance Coordinator to join our Finance team at the White Plains headquarters. This hybrid role provides project management and administrative support to the CFO and finance staff.

The successful candidate will manage calendars, prepare reports and correspondence, coordinate contracts and financial documents, and liaise with vendors and auditors as needed.