Executive Assistant to the Chief Financial Officer

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.

• 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.

• 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.

• 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.

• 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.