Administrative Assistant - Finance

We know that access to the right tools and information at the right time can change lives.
At APH, our job is to break down barriers and empower students, families, adults, and educators, creating a future that belongs to everyone.Located in Louisville KY, we manufacture and distribute products and services for people who are blind or low vision, including braille large type books and educational aids.We're not just looking forward to an accessible future-we're making it happen every day.
And, with the latest technology, we think the future has never been brighter for people who are blind or have vision loss.
Come join us.We embrace and value access, belonging, inclusion, diversity, and equity.
Women and Minorities, along with Veterans and others who are members of a protected class, or who may need a workplace accommodation, are encouraged to apply.
Administrative Assistant - FinanceReporting to the Chief Financial Officer / Vice President of Finance, this role is responsible for a wide variety of comprehensive administrative duties in support of the Chief Financial Officer / Vice President of Finance.
The Administrative Assistant will manage a wide range of executive-level tasks, including calendar management, minute-taking and distribution, sensitive correspondence handling, and coordinating of travel plans.
The ideal candidate must be adept at managing high volumes of scheduling, managing conflicting schedules, handle confidential information, and work seamlessly with senior executives and other internal teams.Location:
This position is based in Louisville, Kentucky and allows for a hybrid work schedule.Compensation and Benefits$24.23/hour - $30.07/hour | Wages are negotiable depending on experience.Benefits:
Health Insurance covered at 80% for employees - plans include family planning benefitsHSA Plan and FSA Plan - both include company contribution!Competitive Dental and Vision PlansHealth and Well-being initiatives4 weeks PTO11 Paid Holidays401(k) Plans with company match and immediate vestingCompany provided Short Term DisabilityBasic Life Insurance at no cost to employeesVoluntary Life Insurance with Accidental Death and DisabilityEducational Assistance and Professional Development OpportunitiesOptional Hybrid Work Schedule for approved positions onlyPublic Service Loan Forgiveness EmployerEssential Duties and TasksAssist the CFO / VP of Finance and Accounting & Finance team members with comprehensive administrative support and office management including schedule meetings and appointments for in person, virtual and hybrid events, utilizing software meeting tools such as Zoom and Teams, as needed; take notes and minutes in meetings; track and order department office and event supplies.
Serve as administrative point of contact.
Organize, prioritize, and respond to emails and phone calls.
Handle urgent matters as appropriate and in a timely and professional manner using good judgement.
Process and direct incoming mail and/or deliveries.
Ensure all communication and correspondence is accessible.Assist with the preparation of executive presentations (PowerPoint), ensuring professional standards are met.Make travel arrangements for both in-house staff/team members, contractors, and guests of APH, including booking flights, hotels, and rental cars.
Process and review travel claims for completeness and accuracy.Manage and reconcile company credit cards, including Amazon and Staples by reconciling credit card receipts to reconciliations to submit to AP for processing.
Monitor department accounts routinely for irregularities and prepares recommendations for corrective action.Develop and maintain databases and spreadsheets daily.
This includes budget spreadsheets, grant budget information database of contractors, etc.Create, distribute, and maintain documents for Advisory Committees.
Possess the willingness to find ways to improve administrative processes.Maintain confidentiality and professionally interact with employees, management, and others.Serve as back-up for Receptionist when needed.Complete other duties as assigned.Minimum Qualifications - Experience - TrainingAssociate's degree in Accounting, Business, Finance, or a related field preferred.3+ years' experience in an administrative role, preferably supporting senior executives.A combination of education, training, and experience may be substituted when competency in the role is demonstrated.
Reasonable accommodation may be provided for those who are able to perform the essential duties of the job.Specialized Skills and Knowledge:
High proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.Familiarity with online meeting tools such as Zoom, Teams, and Adobe Connect preferred.Ability to exercise discretion and confidentiality.Solid organization skills.
Must have ability to perform multiple tasks simultaneously and prioritize daily workload.Keen critical thinking skill and proactive problem-solving skills.Must be motivated, a problem-solver, and can work through tasks independently.High level verbal and excellent written communications skills.Strong attention to detail and ability to meet deadlines.Working Conditions:
Work is performed in a business office setting within a facility with a production and distribution center.Effort:
Must be able to present information in various settings and to receive and respond to written and verbal communications.
Constant use of hands and fingers.
Daily contact with co-workers.
Must be willing and able to work with detail.
Occasional lifting of boxes of supplies up to 20lbs.
Help can be provided.APH IS A DRUG FREE WORKPLACE.
An offer of employment is conditioned upon successfully passing a drug screening test.