Executive Assistant, Finance
The Institute for Healthcare Improvement (IHI) is an independent not-for-profit organization based in Boston, Massachusetts, USA. For more than 25 years, IHI has used improvement science to advance and sustain better outcomes in health and health systems across the world. IHI brings awareness of safety and quality to millions, catalyzes learning and the systematic improvement of care, develops solutions to previously intractable challenges, and mobilizes health systems, communities, regions, and nations to reduce harm and deaths. IHI collaborates with a growing community to spark bold, inventive ways to improve the health of individuals and populations. IHI generates optimism, harvests fresh ideas, and supports anyone, anywhere who wants to profoundly change health and health care for the better. Learn more at ihi.org
This position provides a broad range of administrative support services to the Chief Financial Officer (CFO) and works directly in key financial operations areas of accounts payable and accounts receivable as needed. The Executive Assistant, Finance provides support such as, scheduling, agenda creation, and minutes, to support IHI's Finance and Information Technology (IT) functions to help promote efficient delivery of services and effective management of these teams. This individual is detail oriented and maintains high standards of professionalism, efficiency, personal communication, discretion and independent judgment. In working with internal and external contacts, including board members, vendors and customers, they handle a wide range of highly sensitive, confidential information often under tight deadlines/pressures.
Position Responsibilities:
Responsibilities include but are not limited to the following:
- Scheduling and managing the CFO's calendar including prioritizing and resolving related conflicts and competing demands, and proactively scheduling important meetings with internal and external individuals
- Providing support in executing essential operational meetings including preparation of agendas, collation of minutes and notes, handling logistics such as room reservations (internal and external), and organizing any additional activities
- Assisting in the scheduling, coordination and preparation of key department deliverables such as the annual audit, budget and planning process, finance committee meetings and other Board committee meetings as needed
- Planning and booking travel and processing related expense reports
- Processing purchase orders and expenses related to departmental spending
- Manages the Accounts Payable inbox submissions process, including entering invoices into the accounting system
- Review accounts payable expenditures for completeness, documentation of charges, accurate coding, and adherence to IHI policies for all expenses
- Application of Cash Receipts for Credit Cards, Wires and Checks in accounting systems
- Collection outreach for outstanding receivables
- Review and responding to inquiries to the Enrollment Inbox
- Working closely with the CFO and other department leads on special projects
- Manages customer, staff, faculty, vendor relationships with regards to work in accounts payable and receivable with excellent customer service skills in a timely fashion
- Overseeing processes related to all annual filings in coordination with the CFO, Finance and external professional service providers
- Working closely with the CFO and external legal resources on required state filings
- Supporting registration and research related to establishing offices/operations in new countries
- Handling incoming phone calls and mail; minimizing the CFO's need to respond to inquiries
- Facilitating communication on behalf of executives during their absence/travel
Position Knowledge, Skills, and Abilities:
- Excellent communication and interpersonal skills
- Ability to manage and safeguard highly confidential information
- Strong writing skills and proof-reading skills
- Technologically savvy; ability to learn and work in multiple systems (e.g. Concur, Great Plains, etc.) to assist in accessing data for the creation of presentations, reports, dashboards, etc.
- Proactive self-starter; ability to work well independently with little guidance
- Ability to work in teams; to learn; and to pitch in when necessary at all task levels
- Strong organizational skills; ability to juggle and prioritize different projects, set priorities, etc.
- Ability to accurately process detail-oriented work
- Composure in high stress situations
- Commitment to IHI Values
- Commitment to equity, anti-racism, and the improvement of societal systems
Position Qualifications:
- Bachelor's degree or equivalent work experience required
- Previous Executive Assistant experience required
- General knowledge of finance or financial operations required
- At least 2 years of experience working with a Finance department required
- Experience with Concur (Expense management software), GP Dynamics or similar accounting software preferred
- Previous work experience in a professional environment required
- Proficiency with office systems including Microsoft Word, Excel, Outlook, and PowerPoint required
- Experience in, or knowledge of, health care preferred
IHI is proud to be an equal opportunity workplace and an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, political beliefs, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation to complete our application, please let us know.
For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.
https://ihi.applicantpro.com/jobs/1561009.html