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Executive Assistant to Chief Financial Officer in Chicago, Illinois, US at Keystone Advisors

Date Posted: 12/8/2018

Job Snapshot

Job Description

Keystone Advisors is an independent certified public accounting firm licensed in the State of Illinois.

Keystone provides Audit, Accounting, and Advisory Services in the areas of financial and administrative management, organizational and business improvement, program management support, budget support, financial analytical services and reconciliation, technology management and staff augmentation.

Keystone is looking for an Executive Assistant to the Chief Financial Officer (CFO) for one of our clients, a Non-For-Profit Health Care Provider in the Illinois Medical District. The organization is a teaching hospital that provides primary, specialty and tertiary healthcare services. The hospital has a staff of more than 300 attending physicians along with more than 400 medical residents and fellows.

The Executive Assistant to the Chief Financial Officer is responsible for performing a variety of administrative duties and managing complex projects that support the finance department. Serves as the main contact to the finance department.

RESPONSIBILITIES include but are not limited to the following:

  • Provide calendar management for Chief Financial Officer
  • Schedule department meetings and secure conference rooms
  • Oversee and manage departmental moves; including hiring movers
  • Collaborate with Buildings & Grounds regarding departmental moves, key requests, parking, and office repairs
  • Collaborate with IT regarding computers installations, computer moves, and printer installation and setup
  • Collaborate with Telecommunications regarding cell phones and desk telephone moves/installation
  • Collaborate with various departments throughout the health system regarding finance matters
  • Collaborate with Materials Management regarding destruction of old files and the storage process
  • Create requisitions and Blanket Purchase Agreement releases
  • Serve as a liaison to Real Estate Management company regarding suite repairs, keycards, and building updates
  • Draft Request for Hires for CFO; assist with drafting job descriptions
  • Schedule interviews, contact candidates, create interview packets, contact interview panels, tally interview scores, and return interview packets to HR.
  • Coordinate departmental trainings and confirm that employees have enrolled in trainings
  • Follow up on vendor complaints and collaborate with Accounts Payable to get invoices paid
  • Enter employees time into Time and Attendance system and collect Failure to Swipe forms
  • Manage SharePoint, grant access, and upload/delete reports to/from SharePoint
  • Create databases as needed
  • Draft correspondence as needed
  • Other duties as assigned.


Job Requirements

Education & Experience

  • Must have a Bachelor’s degree. 
  • Must have 5 or more years of executive level administrative or office management experience in a hospital or complex healthcare environment.


  • Proficient in Microsoft Word, Excel and PowerPoint; advanced proficiency in Outlook and scheduling required.
  • Experience with SharePoint is a plus 
  • Excellent verbal, written, and overall communication skills
  • Ability to multitask, as well as handle interruptions and adjustments to priorities
  • Demonstrate problem-solving ability
  • Demonstrate attention to detail, accuracy and precision
  • Certified Medical Office Manager (CMOM) or CertifiedPhysician Practice Manager (CPPM) certification is a plus