Executive Assistant

POSITION PURPOSE

The Executive Assistant will improve the productivity of the executive team, increase client satisfaction, and increase employee satisfaction by providing high-level administrative support and overseeing other administrative functions for the company headquarters. This role is responsible for handling correspondence, managing calendars and appointments, arranging conferences and conference calls including between internal and/or external stakeholders, making travel arrangements as needed, and performing other administrative tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communication Support:

• Screen emails and phone calls, ensuring timely and effective communication.
• Prepare and edit correspondence, proposals, reports, presentations, and other documents.
• Serve as the point of contact between employees, clients, and other external partners who wish to schedule time with the executives.
• Facilitate effective communication by relaying information and feedback promptly.

Meeting Coordination:

• Manage calendars, including scheduling and coordinating meetings, travel, and events.
• Organize and prepare materials for meetings, including agendas and documents. Circulate pertinent materials to attendees prior to the meeting as appropriate.
• Attend meetings upon request to take minutes or review Otter.ai summaries to capture and track follow-up action items.
• Coordinate logistics for internal and external meetings, including conference calls and video conferences.

Project Management:

• Monitor for deliverables due to the executives by employees, clients, and other external partners, following up as necessary on outstanding items to ensure resolution.
• Assist with other special projects as needed, ensuring timely completion and adherence to deadlines.

Document and Records Management:

• Process legal contracts through Docusign, disseminate fully executed agreements to the relevant stakeholders, and archive the executed agreements in the contract matrix to ensure timely follow-up at renewal times.
• Retains pertinent documents in cloud storage, ensuring appropriate user access and easy retrieval.

General Office Administration:

• Oversees supply purchases for the corporate office in compliance with the approved budget.
• Acts as the primary liaison with the property manager for building maintenance requests.
• Manages office vendors and schedules onsite work when needed. (Copier, Door Codes, Internet etc.)

ADDITIONAL DUTIES

This position description is not designed to cover every type of activity or work that may be required in this position. Duties and responsibilities may change, or new ones may be assigned to the employee at any time based on the company's needs.

PREFERRED QUALIFICATIONS

Personal Attributes

• Discrete and reliable in maintaining confidentiality when handling sensitive information.
• High level of initiative, persistence, and self-motivation.
• Excellent verbal, written, and presentation skills.
• Excellent organizational, time-management, and multitasking abilities.
• Superior problem-solving skills and attention to detail.
• Adaptability and the ability to manage changing priorities.

• Bachelor’s Degree with at least three years of recent experience in an administrative role supporting senior executives; or Associate’s Degree with at least five years of recent experience in an administrative role supporting senior executives
• Candidates with experience working in a healthcare organization are strongly preferred
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and ability to quickly learn the other software applications utilized by the company, such as Smartsheet, Teamwork, Otter.ai, and Calendly.

Job Type: Full-time

Pay: $58,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Education:

• Bachelor's (Preferred)

Ability to Commute:

• Westerville, OH 43081 (Required)

Ability to Relocate:

• Westerville, OH 43081: Relocate before starting work (Required)

Work Location: In person

Salary : $58,000 - $75,000