Executive Assistant

Job Purpose

The Executive Assistant will report directly to the CEO and facilitate and deliver special projects and improvement initiatives while ensuring project success and achievement of strategic company objectives. The position also provides support to the Executive Team and will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and members of the leadership team. The role will also serve as a liaison to the senior management; organize and coordinate executive outreach and external relations efforts; coordinate internal organization wide projects and various administrative tasks.

Essential Functions Include But Not Limited To

• Manage multiple high level, complex enterprise projects that pertain to organizational enhancements that have high visibility within the company.
• Ability to develop and manage a detailed project schedule and work plan.
• Determine and define project scope and objectives, predict resources needed to reach objectives and coordinate those resources effectively.
• Work with internal champions to suggest plans, initiatives, goals including new features from coaches and/or clients.
• Utilize current industry best practices, techniques, and standards to execute excellent work product.
• Ability to develop and deliver progress reports, proposals, requirements documentation and presentations to various audiences.
• Ability to work with multidisciplinary teams to suggest rollout plans upgrades or new features from development to test to production environments.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature.
• Assist, create and manage strong reputation with investors by demonstrating consistent and clear communication between internal and external parties.
• Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence; and compiling documents for meetings.
• Plans, coordinates and ensures the Executive teams’ schedule is followed and respected. Provides and creates a win-win situation for direct access to the Executives’ time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature.
• Ability to provide a bridge for smooth communication between the Executive team and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately if needed.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the Executive team’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings. Takes and prepares meeting minutes as requested.
• Assists in coordinating the agenda of senior management team meetings.
• Edits and completes first drafts for written communications.
• Follows up on contacts made and supports the cultivation of ongoing relationships.
• Orders and organizes supplies and arranges for maintenance of office equipment as needed.
• Assist with travel arrangements, lodging and meal planning as needed.
• Responds to phone calls, emails and requests for information.
• Help lead and sustain a culture of service, professionalism and continuous improvement.
  
  

BEHAVIORAL STANDARDS

• The individual must support the mission, vision, and goals of Avem Health Partners and serve as a role model within the company.
• Exhibit positive customer service behavior in everyday work interactions.
• Demonstrate a courteous and respectful attitude to internal workforce and external customers.
• Communicate accurately and appropriately.
• Handle difficult situations in a discreet and professional manner.
• Hold self-accountable for professional practice.
• Demonstrate knowledge of unit goals and is active in committees and projects to achieve these goals.
• Keep current with literature regarding changing practices, interventions and best practices in patient care.
• Assume responsibility for seeking out educational and professional opportunities for personal learning needs and growth as well as meeting mandatory education requirements.
• Act as a preceptor as requested.
• Demonstrate excellent work attendance and attend and actively participate in a variety of meetings and training sessions as required.
• Adhere to the Avem Health Partners Code of Conduct and Standards of Behavior. Complies with established policies and procedures and all health and safety requirements.
  
  

Education/ Certification/Licensure

• Bachelor’s degree required.
• Valid Oklahoma drivers license
  
  

Experience

• Seven (7) years’ experience project management experience and/or high-level executive support in health care, investor relations or in another similar diverse environment with demonstrated success.
• The ability to proficiently use Microsoft Office Software and Excel is required.
• Strong investor relations experience preferred.
• Demonstrated experience in working both independently and in a team-oriented, collaborative environment.
  
  

Qualifications

• Advanced organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners.
• Expert level written and verbal communication skills.
• High proficiency with Microsoft Teams, ZOOM and ability to become familiar with company-specific programs and software.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity and keen attention to detail.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Maintains a high level of integrity and discretion when handling confidential information at all times.
  
  

Physical Requirements

• To perform this job successfully, an individual must be able to perform each essential job duties satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Such accommodations must be requested by the employee/applicant to be considered.
• This job requires visual abilities, auditory abilities, must be intact to perform duties.