Senior Executive Assistant, CFO at AdaptHealth LLC – Philadelphia, Pennsylvania

Position Summary:

The Senior Executive Assistant (Sr EA) to the CFO will work autonomously and use sound judgement to provide high-level administrative and strategic support to the CFO, SVP Investor Relations, and the rest of the Finance & Accounting leadership team. This role requires exceptional organizational skills, the ability to handle confidential information, knowledge of the business, and a proactive approach to anticipate the needs of senior executives and help maintain the executives’ business rhythms. The Sr EA will serve as a trusted partner, managing day-to-day operations, streamlining workflows, and ensuring effective communication to Investors, the Board of Directors, and Executive Leadership across the company. Please note, this will be a hybrid position with in-office presence in our Conshohocken HQ at least three days per week!

Essential Functions and Job Responsibilities:

Executive Support

• Manage complex calendars for C-Suite executives, prioritizing, scheduling and coordinating meetings, appointments, and travel arrangements
• Serve as the primary point of contact for the executives, handling calls, emails, and correspondence with professionalism and discretion
• Prepare detailed agendas, briefing materials, and presentations for high-stakes meetings, ensuring executives are well-prepared
• Draft, edit, and review correspondence, reports, and documents on behalf of the executives
• Anticipate and proactively address the needs of executives by providing timely support, including research and data analysis
• Maintain and organize executive files, both electronic and paper, ensuring easy access and retrieval of information
• Handle sensitive and confidential information with discretion

Communication & Liaison

• Act as a liaison between the CFO, external stakeholders, and internal teams, ensuring clear and efficient communication of priorities and objectives
• Build and maintain strong relationships with board members, senior leaders, and external stakeholders
• Coordinate communication across departments, ensuring alignment with company goals

Meeting & Event Coordination

• Organize and manage logistics for leadership meetings, executive off-sites, conferences and team events, including setting agendas, drafting presentations, recording minutes, and tracking follow-ups
• Facilitate the preparation and distribution of materials for board meetings and executive presentations

Administrative Excellence

• Oversee expense management for executives, including budgeting, invoicing, and expense reporting
• Maintain and organize confidential files, contracts, and records
• Implement and refine processes to enhance the efficiency of the C-Suite office
• Manage office tools and software to ensure streamlined workflows

Travel Management:

• Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries
• Prepare travel expense reports and ensure timely reimbursement processing

Project Support:

• Assist with special projects and initiatives directed by the CFO, SVP Investor Relations, and the rest of the Finance & Accounting leadership team
• Conduct research, compile data, and prepare reports to support executive decision-making
• Track project milestones and deliverables, ensuring timely completion of tasks
• Maintain patient confidentiality and function within the guidelines of HIPAA
• Completes assigned compliance training and other educational programs as required
• Maintains compliant with AdaptHealth’s Compliance Program and applicable company policies, procedures, and patient protocols
• Perform other related duties as assigned and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position

Competency, Skills, and Abilities:

• Exceptional organizational and time management skills
• Strong written and verbal communication skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other relevant software
• Ability to integrate AI tools (ie, Microsoft CoPilot, ChatGPT) into daily workflows
• Project management skills, to include facilitating/coordinating presentation materials from different leaders, and driving timelines for delivery
• Ability to handle multiple tasks simultaneously and work under pressure
• High level of discretion and professionalism in handling confidential information
• Ability to adapt and be flexible in a rapidly changing environment, be patient, accountable, proactive, take initiative and work effectively on a team
• Analytical and problem-solving skills with attention to detail
• Decision Making
• Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction

Education and Experience Requirements:

• Minimum of 5 years of experience as an executive assistant or in a similar administrative role, in a publicly traded company
• Bachelor’s degree preferred

Physical Demands and Work Environment:

• Work environment will be stressful at times, as overall office activities and work levels fluctuate.
• Must be able to bend, stoop, stretch, stand, and sit for extended periods of time.
• Subject to long periods of sitting and exposure to computer screen.
• Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use.
• Metal ability to work in a fast-paced work environment.
• Must be able to lift 30 pounds as needed.
• May be exposed to angry or irate customers or patients.
• Excellent ability to effectively communicate both verbally and written with internal and external customers with the ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
• Physical and mental ability to analyze data, problem solving and critical thinking.
• Mental ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
• Ability to work after non-business hours as needed and travel as needed.