Executive Assistant II

Summary

Join the California Dental Association (CDA) as an Executive Assistant II in Finance! This remote-first position offers a competitive salary ($64,200-$80,000) and a comprehensive benefits package. You will provide high-level administrative support to the CFO, VP of Finance, and the Finance department. Responsibilities include managing calendars, scheduling meetings, preparing correspondence, coordinating board meetings, and ensuring efficient department operations. The ideal candidate possesses 5+ years of executive administrative experience, excellent communication skills, and strong computer proficiency. A bachelor's degree is preferred. CDA values diversity and offers a collaborative, supportive work environment.

Requirements

• High school diploma or GED
• 5+ years executive administrative support experience in a professional environment
• Ability to provide logistical support to meetings and events
• Maintain strict confidentiality
• Excellent attention to detail is critical
• Ability to take initiative and anticipate department needs
• Excellent interpersonal, verbal and written communication skills
• Respond to changing situations in a flexible manner to meet current needs
• Represents the organization to external and internal audiences, which requires judgment and the knowledge to handle tasks independently
• Demonstrate diplomacy and tact while interacting with all levels within and outside of the organization
• Perform job duties with little or no supervision, exercising good judgment and professionalism
• Strong computer skills, including ability to use Windows/ Microsoft Office to perform word processing, prepare spreadsheets and prepare presentations
• Ability to proficiently type a minimum of 65 WPM

Responsibilities

• Provides a high level of administrative support to the CFO, V.P. of Finance, and Finance department, to include but not limited to: composing letters and correspondence; establishing calendars, scheduling appointments and meetings, and preparing and organizing materials needed for each meeting; answering telephones and screening calls; arranging travel when necessary; completing expense reimbursement forms; routing invoices for approval; and collecting and distributing mail
• Ensures correspondence, committee reports and agenda items for governance meetings are coherent, effective, grammatically correct and professional
• Composes and prepares confidential correspondence reports and other complex documents, including Treasurer’s Report. Provide finance and audit information to the CDA, TDIC/IS, TDSC, and Foundation boards
• Prepares PowerPoint presentations for various board meetings, orientations, and the AM Best annual meeting
• Collects receipts and accounting codes to complete monthly expense report for the corporate credit card of the CFO and others
• Organizes monthly department meetings and annual team building event and holiday lunch
• Proactively identifies, recommends and manages process improvements to increase business efficiencies
• Completes deliverables with a proactive, hands-on approach; follows up with stakeholders as needed, while consistently meeting deadlines and anticipating needs
• Coordinates Finance and Audit Committee Meetings (for CDA, TDIC/TDIC Insurance Solutions and the CDA Foundation) and Rotunda Partners Board Meetings, including scheduling, communication with board and committee members and/or staff, preparation/distribution of meeting materials, and minute taking/filing
• Prepares correspondence and/or reports, and coordinates meeting attendance, equipment and catering needs
• Composes and maintains meeting minutes for all boards, finance, and audit committees for reporting to independent auditors

Preferred Qualifications

• Bachelor’s degree
• Familiarity and comfort with Internet searches and prior experience with basic database functionalities (search, data-entry, report generation)
• Company-wide notary public
• Familiarity with volunteer governance structures and for profit structures
• General understanding of finance and accounting procedures

Benefits

• Remote and hybrid flexibility and technology to support remote work
• Generous time off program starting at 22 days of PTO and13 paid holidays (includes a floating holiday and winter closure)
• Highly competitive medical, dental and vision plans, including FSA and HSA account options
• 401(k) plans, with a generous match and safe harbor contributions upon eligibility
• Paid parental leave
• Wellness programs, including incentives and an In-Shape Family Fitness discount
• Opportunities for professional development, training and leadership skill-building
• Critical illness, accident, life, pet, short term and long-term disability insurance options
• Employee Assistance Program (EAP) for support navigating day-to-day challenges