An Executive Assistant in Finance will work directly with the Chief Financial Officer (CFO) of a multi-entity durable medical equipment (DME) holding group. This role involves managing recurring financial, corporate compliance, administrative, and executive support responsibilities across these entities, taking ownership of tasks, coordinating with internal and external teams, and preparing financial schedules and summaries.
Responsibilities
Maintain and update the CFO’s master task tracker, including task owners, deadlines, priorities, progress, and outstanding actions
Proactively prioritize daily responsibilities and manage competing deadlines with minimal direction
Follow up with internal departments and external advisors, including CPAs, legal counsel, valuation specialists, and insurance brokers, to collect documents and resolve outstanding items
Identify overdue or at-risk tasks and escalate potential delays before they affect deadlines
Prepare concise executive summaries, status reports, memos, and supporting materials for the CFO’s review
Ensure that assigned tasks are followed through from initial request to completion
Maintain a centralized compliance calendar covering all company entities, including annual reports, registered agent requirements, business licenses, renewals, and filing deadlines
Prepare and submit state annual reports, maintain filing records, and track confirmations
Prepare county personal property tax returns and monitor associated payment deadlines
Coordinate documentation for Medicare and payer enrollment updates, including business name changes, EIN updates, ownership changes, and related accreditation requirements
Track insurance policy renewals, certificates of insurance, lease expirations, and other recurring compliance obligations
Coordinate with internal stakeholders and external providers to ensure documentation is collected and submitted on time
Maintain organized records of filings, confirmations, renewals, and supporting documentation
Prepare monthly financial summaries by company, including revenue, EBITDA, and net income, using consolidated profit and loss data
Update and roll forward the consolidated monthly debt schedule and reconcile it against the balance sheet
Prepare recurring financial allocations and reconciliations, including management fee allocations, revenue and cost-of-goods-sold reallocations, and revenue-versus-forecast comparisons
Develop budget-versus-actual reports and spending trend analyses, highlighting material variances and providing concise explanations
Review financial schedules for completeness, consistency, and accuracy before submitting them for review
Assist with acquisition due diligence and onboarding newly acquired entities, including coordinating data requests and supporting chart-of-accounts mapping
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Prepare supporting schedules and workpapers that enable the CFO and Controller to review financial information efficiently
Prepare journal entries and supporting workpapers for review and approval by the Controller or CFO
Generate reports and run saved searches in NetSuite OneWorld, particularly across multiple subsidiaries
Assist with recurring reconciliations, financial reporting, and accounting support activities
Maintain clear documentation for recurring processes, including step-by-step standard operating procedures (SOPs)
Identify opportunities to improve the accuracy, consistency, and efficiency of recurring financial workflows
Ensure that financial records and supporting documentation are organized and readily accessible for review
Organize and maintain files in SharePoint using consistent folder structures and naming conventions
Build and maintain trackers for vendors, projects, budgets, deadlines, and other executive priorities
Prepare vendor quote comparisons and summarize options to support decision-making
Maintain event and project budget trackers and assist with meeting preparation
Review contracts and leases to extract key terms, renewal dates, payment obligations, and other relevant details into summary tables
Prepare meeting materials, status updates, and supporting documents for executive review
Handle confidential financial, ownership, payroll, tax, and patient-adjacent information with discretion
Requirements
Bachelor’s degree in any field
At least 3 years of experience supporting accounting or finance teams, ideally within a U.S.-based company
Advanced Microsoft Excel skills, including pivot tables, XLOOKUP or INDEX-MATCH, SUMIFS, and the ability to build and maintain organized, multi-tab workbooks with reconciled data
Strong written and spoken English, with the ability to prepare clear, professional summaries, reports, and status updates
Demonstrated ability to independently manage a task list, prioritize competing responsibilities, follow up proactively, and meet deadlines with minimal oversight
Strong attention to detail and a consistent habit of checking work for accuracy before submission
Excellent organizational, analytical, and problem-solving skills
Ability to handle confidential information professionally and exercise sound judgment
Nice to have:
Experience using NetSuite, preferably NetSuite OneWorld in a multi-subsidiary environment
Exposure to multi-entity accounting, consolidated reporting, or intercompany allocations
Familiarity with U.S. corporate compliance requirements, including Secretary of State filings, registered agents, annual reports, and business license renewals
Experience in the U.S. healthcare or durable medical equipment (DME) industry
Awareness of HIPAA and the importance of safeguarding sensitive information
Proficiency in Microsoft 365 applications, including Outlook, Teams, and SharePoint
Experience using AI tools to improve productivity, organize information, or streamline recurring workflows
Benefits
Permanent work from home
Immediate hiring
Health Insurance Coverage for eligible locations
Important Details
Schedule: Monday - Friday, 08:00 AM - 05:00 PM CT, with 1 hour unpaid break (40 work hours per week)
Application Process
Complete your application, including the assessment questions, technical check, and voice recording
Submissions with all requirements fulfilled will receive priority review
About the Company
Our client is a multi-entity durable medical equipment (DME) holding group.
If you have the right skills and experience, you can work for any of our clients from anywhere with a good internet connection.
You’ll gain great experience and have the opportunity to apply for jobs in a range of different roles and industries in Australian, New Zealand, US, Canadian and UK companies.
We want our endorsed candidates and staff (top 5% of applications) to succeed, so we’ll help you with interview guidelines, tips on working with clients and support finding your dream job among our many remote work opportunities..
