Executive Assistant II - Finance

About The Company

The California Dental Association (CDA) is a prominent membership organization representing over 27,000 dental professionals across California. Established in 1870, CDA has grown into the largest state dental association in the United States, dedicated to advancing the oral health of communities through advocacy, education, and innovation. The organization encompasses a family of companies including The Dentists Insurance Company (TDIC), TDIC Insurance Solutions, Rotunda Partners, and the CDA Foundation. CDA's mission is to empower its members, support their practices, and promote excellence in dental care. With a rich history of leadership and service, CDA fosters a collaborative and inclusive culture, valuing diversity, professional growth, and community impact. The organization is committed to providing a supportive environment where employees can thrive, contribute meaningfully, and make a difference in public health.

About The Role

The Executive Assistant II – Finance plays a vital role in supporting the financial leadership of CDA. This remote-first position requires the candidate to provide comprehensive administrative support to the Chief Financial Officer, Vice President of Finance, and the broader Finance Department, including members of the Finance and Audit Committees. The role involves coordinating and planning company and department functions, preparing agendas and minutes for meetings, and executing administrative policies to ensure smooth operations. The Executive Assistant will manage complex scheduling, prepare professional correspondence, and facilitate communication with internal and external stakeholders. Additionally, the role includes supporting board and committee meetings by organizing logistics, preparing materials, and documenting proceedings. The position demands a proactive approach, attention to detail, and the ability to handle confidential information with discretion. The successful candidate will contribute to enhancing operational efficiency and supporting strategic initiatives within the finance division, all while fostering a collaborative and respectful work environment.

Qualifications

• High school diploma or GED required; Bachelor’s degree preferred.
• Minimum of 5 years of executive administrative support experience in a professional setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and capable of typing at least 65 WPM.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Demonstrated initiative and proactive problem-solving skills.
• Experience supporting high-level executives and managing complex calendars and travel arrangements.
• Able to adapt to changing priorities and work independently with minimal supervision.
• Familiarity with basic finance and accounting procedures is a plus.

Responsibilities

• Provide high-level administrative support to the CFO, Vice President of Finance, and Finance Department staff.
• Manage calendars, schedule appointments, and coordinate meetings, including preparation of agendas and materials.
• Draft and organize correspondence, reports, and confidential documents, including Treasurer’s Reports and board materials.
• Cook logistics for board and committee meetings, including scheduling, communication, catering, and equipment setup.
• Prepare meeting minutes, track action items, and ensure timely follow-up on tasks.
• Aid with travel arrangements, expense reimbursements, and invoice processing.
• Support the preparation of PowerPoint presentations for meetings and presentations.
• Organize department events such as team meetings, annual gatherings, and holiday lunches.
• Identify opportunities for process improvements to enhance departmental efficiency.
• Respond to changing organizational needs with flexibility and professionalism.
• Support other administrative staff and undertake special projects as assigned by the CFO.

Benefits

• Remote and hybrid work flexibility supported by modern technology.
• Generous paid time off starting at 22 days annually, plus 13 paid holidays including a floating holiday and winter closure.
• Comprehensive medical, dental, and vision insurance plans, with FSA and HSA options.
• 401(k) retirement plan with a competitive match and safe harbor contributions.
• Paid parental leave to support work-life balance.
• Wellness programs and incentives, including discounts on family fitness memberships.
• Opportunities for professional development, training, and leadership growth.
• Insurance options including critical illness, accident, life, pet, short-term and long-term disability coverage.
• Employee Assistance Program (EAP) providing support for personal and professional challenges.

Equal Opportunity

CDA is an equal opportunity employer committed to fostering an inclusive workplace. We do not discriminate against any employee or applicant based on race, color, religion, national origin, age, gender, gender identity or expression, sex, ancestry, citizenship status, disability, genetic information, sexual orientation, veteran or military status. We prioritize diversity and encourage individuals of all backgrounds to apply. If accommodations are needed during the application process, please contact us at humanresources@cda.org.