Executive Assistant to the Chief Financial Officer

Description

Westminster Communities of Florida is a national leader in senior living and dedicated to a mission of service to older adults. Founded in 1954, Westminster Communities of Florida is a fiscally strong, not-for-profit organization serving more than 10,000 residents in Life Plan Communities and affordable Rental Retirement Communities. Our communities offer independent living, assisted living, nursing care, home care, pharmacy services, therapy services, and affordable housing for seniors.

Our Community Support Services office team provides the leadership, expertise, and support that help Westminster Communities of Florida fulfill its mission across its communities. Join a collaborative and purpose-driven organization where professionals work together to support our communities, drive innovation, and make a positive impact on the lives of residents and team members alike.

We are currently searching for an Executive Assistant to support the Chief Financial Officer who provides administrative and operational support to the Finance Department, including the Treasury and Accounting teams.

Schedule: Full-time position, 40 hours per week, Monday - Friday

This position is responsible for:

Executive Support to the Chief Financial Officer

• Provide executive administrative support, including calendar management, meeting coordination, travel arrangements, expense reports, and correspondence.

• Coordinate meetings with executive leadership, Board and committee members, financial advisors, auditors, banking partners, and other stakeholders.

• Prepare, format, organize, and distribute presentations, reports, agendas, meeting materials, and executive-level documents.

• Maintain confidential electronic files, records, contracts, and correspondence; track deadlines, commitments, and action items.

• Serve as a professional point of contact and assist with special projects and assignments directed by the CFO.

Treasury and Cash Management Support

• Coordinate timely transfers of resident entrance fee escrow funds to designated operating accounts, subject to established eligibility requirements and required approvals.

• Monitor escrow release schedules, follow up on outstanding items, and retain supporting documentation for completed transfers.

• Prepare and deposit checks received at the Management Office, including checks received on behalf of the Westminster Foundation, into the appropriate bank accounts in a timely manner.

• Maintain check deposit records and communicate deposit details to Accounting and Foundation personnel for accurate recording and independent reconciliation.

• Partner with Treasury to administer the corporate card program, including authorized users, approved credit-limit changes, account information, and related records.

• Follow established cash-handling, authorization, segregation-of-duties, and documentation procedures.

Accounting and Financial Administration

• Enter and update resident and financial information in Westminster’s actuarial system, ensuring completeness and accuracy.

• Record transactions and maintain designated accounting schedules, spreadsheets, and other supporting financial records.

• Assist with administrative schedules and documentation related to entrance fees, resident contracts, and other recurring financial activities.

• Assist community business offices with calculating resident entrance fee refunds in accordance with applicable resident agreements and established procedures.

• Coordinate with community business offices and other departments to obtain needed information and research discrepancies for appropriate follow-up.

Department Coordination and Special Projects

• Provide administrative support across Finance, Treasury, Accounting, and related corporate departments.

• Serve as administrator for corporate business accounts and vendor portals, including copiers, postage machines, Amazon Business, and similar services; maintain authorized users, account access, service requests, and related records.

• Manage annual renewals of assigned business licenses, permits, registrations, and applications; maintain a renewal calendar, gather required documentation, coordinate approvals and signatures, submit renewal materials by deadlines, and retain confirmations and records.

• Track other financial and departmental deadlines; coordinate document collection, distribution, and follow-up.

• Identify opportunities to improve workflow efficiency, documentation, and departmental organization.

Qualifications:

• Associate’s degree in business administration, accounting, finance, or a related discipline preferred; equivalent experience considered.

• Minimum 3-5 years of administrative experience, preferably supporting senior leadership or a finance/accounting function.

Total Rewards: Westminster offers a supportive, mission-driven environment where team members are valued and actively supported in their professional growth and career development. We are committed to providing competitive pay and benefits. Benefits for part-time positions include paid time off, and more. Visit Career Benefits | Westminster Communities of Florida (https://westminstercommunitiesfl.org/careers/benefits/) for more information.

We Thrive: We believe our success starts with our people. Our culture is rooted in teamwork, communication, accountability, and quality, creating an environment where our 2,800 team members are supported, empowered, and encouraged to grow. We value collaboration, recognize contributions, and are committed to fostering a workplace where everyone can thrive and make a meaningful impact.

Follow us on Facebook and Instagram @WestminsterCareers and on LinkedIn to learn more about Westminster Communities of Florida.

Westminster Communities of Florida is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to their race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected classification. We are committed to fostering a diverse and inclusive workplace and encourage all qualified individuals to apply. We conduct drug testing and criminal background screening on all new hires. Applicants can learn more about Florida background screening requirements at https://info.flclearinghouse.com/

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.