Executive Assistant I

Job Description: Remote – Must be able to occasionally work onsite at the Long Beach, CA Client campus to support ad hoc meetings. Must work PT hours and be within : 40 miles of 90802 zip code, as will occasionally need to travel to offices in Long Beach to support in-person meetings.

Job Summary - Provides administrative level support to an Executive and division team members. Prioritizes management/client requests to meet business objectives. Supports the day-to-day administrative operations of the Executive and department.

• 3 years - experience with Microsoft Office Suite
• 5 years - office/clerical
• Composes routine executive correspondence
• Establishes and maintains official documents and records in appropriate files
• Responds to a broad range of inquiries
• Keeps executive’s calendar up-to-date
• Makes necessary arrangements to ensure details for meetings are completed
• Conducts outside research for projects, as necessary
• Prepares recurring and special reports and presentations by gathering data, interpreting data and assembling reports using PowerPoint, Excel, etc. for executive’s review and distribution
• Proofreads and edits materials
• Provides confidential administrative and clerical support to executive
• Receives, opens, sorts, reads and prioritizes executive’s mail
• Schedules appointments, meetings, conferences, luncheons, hotel reservations and travel plans
• Serves as recording Productary for committee(s), scheduling meetings, distributing materials, recording and transcribing meeting minutes
• 3 years - experience with Microsoft Office Suite
• 5 years - office/clerical experience
  
  

High School diploma or equivalent GED

Summary: Performs complex Productarial work of an administrative nature, including record keeping. Adheres to the companys/departments confidentiality and HIPAA compliance programs. Essential Functions: Composes and types routine memos and correspondence. Copies, faxes and routes information as requested. Establishes and maintains official documents and records in appropriate files. Provides excellent organizational and time management skills; must adhere to and meet all deadlines. Responds independently to a broad range of inquiries. Keeps Supervisors calendar up-to-date. Makes necessary arrangements to ensure details for meetings are completed. Takes shorthand and or speed writing efficiently. Participates in outside research, as necessary, for some projects. Prepares recurring and special reports and presentations by gathering data, interpreting data and assembling reports using PowerPoint, Excel, etc. for executives review and distribution. Proofreads and edits materials. Provides confidential administrative and clerical support to executive. Receives, opens, sorts, reads and prioritizes executives mail. Schedules appointments, meetings, conferences, luncheons, hotel reservations and travel plans. Serves as a receptionist for executive, receiving and screening visitors and telephone calls. Serves as recording Productary for committee(s), scheduling meetings, distributing materials, recording and transcribing meeting minutes. Strong call-screening capabilities in dealing with salespeople and non-essential calls. Types documents, memos, correspondence, presentations, forms, charts, tables and the like from rough draft. Complies with required workplace safety standards. Knowledge/Skills/Abilities: Excellent knowledge of Microsoft Office Suite (Word/Excel/Access/Power Point) including mail merges and the ability to type 65 wpm General knowledge of industry related issues particularly Medical Managed care/Medicaid program Ability to deal with all levels of staff; must be professional and diplomatic Excellent interpersonal, verbal and written communication skills Ability to abide by Clients policies Ability to maintain attendance to support required quality and quantity of work Maintain confidentiality and comply with Health Insurance Portability and Accountability Act (HIPAA) Ability to establish and maintain positive and effective work relationships with coworkers, clients, members, providers and customers Required Education: Associates Degree of equivalent experience Required Experience: 0-2 years Executive Assistant experience

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