What are the responsibilities and job description for the Executive Assistant position at Always Best Care Senior Services?
Summary / Objective
The Executive Assistant supports Always Best Care's Owner & executive-level leadership with dedicated executive administration and support of scheduling, travel plan and departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with senior-level personnel, directors, and external collaborators and contacts to assist with departmental objectives. This role reports directly to the Owner.
Essential Duties / Responsibilities
- Provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
- Act as representative of executive leadership regarding internal and external relations and correspondences and screening communications.
- Coordination of meetings, creating PowerPoint presentations, coordinating monthly reporting, use of Excel spreadsheets and ordering equipment, etc.
- Arrange on- and off-site meetings, events, appointments & travel for departmental leadership with supporting materials as needed.
- Access to reliable, independent means of transportation for intermittent inter-office use including a valid driver's license, vehicle registration, and car insurance limits adhering to the limits established in the personnel policies.
- Ensure that executive leadership is informed of priorities, deadlines and challenges.
- Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval.
- Arrange teleconferences, domestically and / or internationally.
- Independently perform special projects that require a combined knowledge of administrative needs and technical operations.
- Complete accurate and detailed leadership department expense reporting and other departmental reports.
- Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.
- Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.
- Track internal and external contacts and maintain contact database.
- Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
- Maintain confidentiality in all aspects of team and company information.
- Operate independently with minimal supervision.
- Provide back-up administrative support to other departments as necessary.
- Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).
- Maintains confidentiality with respect to clients, personnel and agency matters, adhering to HIPAA regulations.
- Relates to clients, the public and staff in a positive manner, maintaining a professional standard of conduct.
- Abides by agency policies & procedures.
- Participates in staff meetings, in-service training and the Organization Performance Improvement program, as appropriate.
- Other duties as required.
Qualifications
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
This is largely a sedentary role; however some filing is required. This would require the ability to lift / carry up to 15lbs frequently, open filing cabinets, bending and standing as necessary.
Work Environment
This job operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
