Executive Assistant

The Executive Administrative Assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives. The position's responsibilities require personal qualities and interpersonal skills (i.e. customer service) necessary for effective relationship-building with a variety of customers, including the executive team, physicians, and members of the public.

Essential Functions:

• Maintain executive's calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the executive, staff and external parties (i.e. vendors, applicants, federal and state agencies, and consultants). This includes receiving and screening the executive's phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Composes and prepares correspondence and materials independently (e.g. manuals, publications, handbooks, documents, presentations, agendas, materials for meetings, reports, memos, etc.) to provide various complex documents for members of the board, physician partners, executive leadership, and staff.
• Determine priority of matters of attention for the executive; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the executive advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized people reports, etc.) to prepare reports and maintain operations in accordance with administrative guidelines and ensure project timelines are met.
• Provide project management support through tracking completion of project deliverables on projects executive sponsors directly or is assigned to.
• Coordinates travel, including booking lodging, special meetings during travel, car rental, etc. And managing expense reimbursement and external invoice requests.
• Assists with supply and order management for all facilities as needed.
• Coordinate and plan for various events (i.e. meetings, special events, office activities and retreats).
• Project lead on staff led committees as needed.

Secondary Responsibilities:

• Performs special projects as assigned.
• Maintains a wide range of administrative skills necessary to perform the assigned job skills.
• Must be familiar with a wide range of operational functions of a healthcare company.
• Maintains confidentiality of all information; adheres to all HIPAA guidelines/regulations.
• Ability to come to work and work the regular schedule and shift for the position.
• Ability to safely and successfully perform essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain reasonably regular, punctual attendance consistent with the ADA, FMLA, other federal, state and local standards and company attendance policies and procedures.
• Compliance with all personnel, operating, and financial policies and procedures.
• Additional duties to be assigned from time to time.

Education and/or Experience

• Bachelor’s degree or comparable relevant experience required.
• At least 7 years of experience as an Executive Assistant supporting C-Level Executives.
• Executive level communication skills (written and oral), attention to detail, strong interpersonal skills required.
• Ability to function in a high-paced environment.
• Problem solver with critical thinking skills who can work independently.

Computer Skills

To perform this job successfully, an individual should have a strong knowledge of Microsoft Office Applications and the ability to operate basic Internet software. The individual should be able to operate a computer in order to accurately enter data into a database, search for information, send and receive email and attachments. Must use the internet to access schedules, research insurance information, etc. Work requires extensive work using a computer.

Other Skills and Abilities

Must be competent in; Time Management, Organization, Attention to Detail, Quality Focus, Professionalism, Productivity, Thoroughness, Coordination, Deadline-Oriented, Internal Communications, and Reporting Skills.

Must have:

• Interpersonal skills to work with end users.
• Experience with HIPAA and other Healthcare standards a plus.
• Excellent oral and written communication skills - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.
• Ethics - Treats people with respect; Keeps commitments; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Supports affirmative action and respects diversity.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Reasoning Ability

Ability to apply common sense understanding to carry out simple one or two step instructions.

Ability to deal with standardized situations with only occasional or no variables.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand; walk; sit; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Preferred)

Experience:

• Executive administrative support: 7 years (Required)

Ability to Relocate:

• West Palm Beach, FL 33401: Relocate before starting work (Required)

Work Location: In person