Executive Administrative Assistant

Position Description:

Performs high-level administrative support to the C Suite Executives and corporate headquarters departments of a Federally Qualified Healthcare Center. Responsibilities include preparing reports for management, scheduling conferences, responding to inquiries, and providing information in line with policies and procedures.

Responsibilities:

• Performs a variety of administrative support duties, e.g., customer service tasks, relaying and resolving routine telephone and/or staff walk-up inquiries, scheduling calendar items and meetings, generating a variety of standard documents and correspondence, processing forms, performing data entry, and establishing and maintaining records.
• Receives and processes standard materials appropriate to the assigned department, e.g., correspondence, memos, agendas, minutes, charts, permits, legal documents, orders, requisitions, ordinances, reports, manuals, finance reports, and organization charts.
• Requires a level 4 of 5 skills in Microsoft Office products (MS Word, PowerPoint, and Excel).
• Performs a variety of data input assignments, which may be confidential; enters data, drafts, edits, revises, and prints letters, tables, reports, and other material.
• Receives inquiries and requests from the general public and business community, through friendly, professional customer service skills, ascertains the needs of the customer and provides appropriate assistance and information; responds to escalated customer service issues. Sensitivity to corporate data is mandated.
• Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on administrative and/or operational matters, supported by corporate policies.
• Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to corporate-level inquiries; prepares photocopies, operates a variety of office equipment.
• Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.
• Manage calendars, phone/e-mail, travel, and contacts (both internal and external) using Microsoft Outlook.
• Schedule and manage meetings, coordinate video teleconferences and conference calls, and organize meals if required.
• Compile, catalog, and maintain configuration control of corporate-level information stored on the secure digital vault (data storage devices).
• Sort and file records, mail, forms, and other documents according to established corporate filing procedures.
• Schedule interviews and meetings.
• Ordering and schedule lunches and employee functions.
• Assist with proofreading, formatting, and data input on Excel Spreadsheets, PowerPoint, and Word documents (using track changes when needed).
• When designated, coordinate logistical details for meetings and events. For meetings, this includes scheduling rooms, distributing meeting announcements, tracking attendance, coordinating food services; coordinating and preparing presentation materials, taking minutes as appropriate, and distributing follow-up materials.
• Assist in coordinating local, domestic, and international travel arrangements; initiate travel authorizations, vouchers, and reimbursements for Leadership by completeness and compliance to ensure timely filing.
• Create/format documents, spreadsheets, databases, and presentations using Microsoft Suite software (Word, Excel, PowerPoint).
• Arrange meetings and conferences, schedule interviews and appointments, and perform other duties related to maintaining one or more individual schedules.
• Possess excellent communication skills (verbal and written).
• Ability to interface effectively with all levels of corporate leadership, and lead corporate internal meeting agendas.
• Attention to detail and ability to self-correct.
• Ability to multitask and operate in a fast-paced changing environment driven by customer requirements.

Qualifications:

• Bachelor’s Degree, total of 15 years related administrative management, and five (5) years of experience at corporate level working for senior-level executives. Self-starter, research intuitive, team leader.
• Skilled at minimum level 4 out of 5 with Microsoft Suite software (Word, Excel, PowerPoint).
• Experience with HR, recruiting, and Benefits is a plus.
• Ability to work 50 hours/week - as needed.

Job Type: Full-time

Pay: $25.16 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $25 - $30