Executive Assistant Fiscal - Arcata Location-Closes 6/10/26

Job Description

Job Description

Executive Assistant Fiscal - Arcata Location-Closes 6/10/26

Under the direct supervision of the Chief Financial Officer (CFO ), this role provides administrative and operational support to Fiscal, and the Board Committees associated to the CFO. The position ensures efficient financial reporting, assists in maintaining collaboration across all fiscal departments - Member Services, Purchase Referred Care, General Accounting, Facilities and Operating Revenue. This includes adherence to federal and state healthcare regulations for licensure and compliance reporting.

The position requires performing a wide range of administrative duties and interacting professionally with staff at all levels, both within and outside the organization. A high degree of discretion, attention to detail, and the ability to coordinate the CFO’s schedule across the organization.

The ideal candidate demonstrates professionalism, discretion, attention to detail, and a strong understanding of healthcare compliance. This role requires excellent verbal and written communication, sound judgment, and the ability to work both independently and collaboratively.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Level I

• Manage calendars, schedule meetings, and coordinate travel for the CFO.
• Develop an understanding of the CFO’s responsibilities to the Board, Executive Leadership Team (ELT) and Department heads.
• Work with the CFO to draft, edit, proofread, and distribute documents, reports, presentations, and meeting materials. This includes ELT tasks list reminders.
• Record, transcribe, and distribute minutes of the Finance Committee, ELT, and other department meetings.
• Monitor and inform CFO and Department managers of the reporting responsibilities for each department’s reporting to the BOD and various committees.
• Prepare conference rooms and materials for meetings, events and arrange catering – coordinate with other EAs as needed.
• Coordinate use of the company’s short-term rentals and act a liaison with the Property Manager for long-term rentals.
• Answer and route incoming calls professionally.
• Maintain strict confidentiality of sensitive information, including personnel, client, and any other matters.
• Adhere to the Code of Conduct, compliance, accreditation standards and guidelines.
• Maintain a professional demeanor and collaborative mindset.

• Must be willing to learn about the American Indian culture and attend at least one cultural presentation/training per year.
• Must be willing to work with American Indian/Alaska Native people and demonstrate cultural awareness and humility.
• Must be willing to deliver services in a culturally responsive manner.

• Maintain a professional, organized, and clean working environment by following organizational policies, guidelines, and safety standards.

• Perform all duties in accordance with the UIHS Purpose, Vision and Guiding principles.
• Other duties may be assigned.

Level II - Able to act independently in completing all Level I duties and

• Ability to navigate various software and management systems used by ELT and the executive assistant teams.
• Support document control processes, policy updates, and version management for the five departments.
• Initiate and schedule the CFO’s weekly calendar, informing them of commitments and requests from internal and external contacts.
• Initiate and complete ELT task list duties. Inform CFO of completion.

Level III – Able to act independently in completing all Level I & II duties and

• Attain Certification of Administrative Professional (CAP) or Professional Administrative Certification of Excellence (PACE).
• Independently assist in developing and leading departmental policy as needed. Focus on Comply Track and inform CFO and Department Managers of responsibilities and deadlines.
• Track and help implement corrective action plans and ensure timely follow-up.

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. All individuals must demonstrate a commitment to the provision of culturally sensitive counseling services to American Indians.

EDUCATION/EXPERIENCE: Educational degrees must be from a US Department of Education accredited school.

Level I

• High School diploma or equivalent and two (2) years administrative assistant experience.

Level II

• High School diploma or equivalent and four (4) years administrative assistant experience.

Level III

• Associate degree (AA) and four (4) years administrative assistant experience; or six (6) years’ experience.

• Proficient personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics, etc.
• Proficient Computer skills in use of Microsoft Word, Excel, and PowerPoint.
• Proficient or developing skills in Share Point, Board Effects and Teams.