EXECUTIVE ASSISTANT

Purpose: The position is primarily responsible for accomplishing all administrative and delegated responsibilities in support of the executive leadership, PHPs strategic plan, multiple Committees, and non-PHP board roles and missions. The position also serves as the primary coordinator for administrative assistance with company-wide projects, staff meetings, and team education days.

Primary Responsibilities:

• Skillfully controls the schedules for both PHP and non-PHP business activities, prioritizing requests and exercising discretion based on an understanding of the particular Executives priorities and ever-changing business needs.
• Manages all administrative tasks associated with the assigned Executives office, and the meetings associated with these Committees: Medical Advisory and Credentialing, and Finance, as well as the Executive Leadership Team (ELT) twice-monthly meetings, and the monthly all-team meetings. This includes scheduling meeting notifications, developing documents and compiling meeting packages, distributing meeting materials within required timeframes, setting up meeting space and catering arrangements, maintaining attendance records, producing/finalizing detailed minutes, etc. Also serves as the main point of contact and communications coordinator.
• Creates meeting materials and/or provides constructive feedback as to the form and content of submitted materials noted in item #2.
• Successfully organizes and manages virtual formats as needed for meetings in item #2.
• Provides additional project assistance to the Committee Chairpersons, and other C-suite Executives as requested.
• Supports the Chief Sales Officer in completion of RFP information for potential sales.
• Assists in the management of the budget and vendor selection for all Committee activities including catering for meetings, service recognition and holiday gifts, and community-relations activities.
• Assists with composition and preparation of correspondence and communicates verbally and in writing on behalf of the assigned Executive.
• Organizes and purchases travel arrangements, reconciles corporate credit card expenses and country club statement, and maintains monthly mileage report, etc., for Executives as requested.
• Reviews messages sent to the vendor management voice mailbox and distributes same to appropriate individual/department.
• Maintains the highest level of confidentiality and professionalism in situations, discussions, and materials at all times, without exception.
• Maintains corporate governance documents, contracts, and legal documents utilizing PHPs document management system.
• Maintains vendor contracts on behalf of the Executive Team utilizing the Vendor CRM interface including filing, scanning, indexing and report generation.
• Coordinates, schedules and prepares the annual Public Forum presentation and recording.
• Participates in company-wide and departmental quality management activities.
• Participates in training on federal and state regulations applicable to position and adheres to same.
• Performs any relevant and related duties as required.

Organizational Level: The position reports directly to the Market Leader and Chief Sales Officer and has no direct reports.

Accountability: The position has primary responsibility for providing comprehensive, trusted assistance to the Executive Leadership Team. This includes the responsibility of positively representing PHP to employees and the community, expertly delivering C-suite-level administrative support, providing project coordination, and achieving other tasks as requested / required. The position is the primary administrative support for all Board activities and communications.

The position must work effectively with all employees in meeting internal, external, and legal requirements. The position will be flexible to undertake and/or oversee various projects as they occur within the Corporation, via other departments.

Critical Required Skills:

• The ability to manage large amounts of highly sensitive and confidential issues and information.
• Must be able to make independent decisions.
• Ability to exercise discretion while managing resources in representing various Executives both within the company and in community-facing activities.
• Ability to use appropriate levels of authority to work collaboratively with all departments.
• Proficiency in coordinating multiple efforts.
• Designing and maintaining an effective documentation and filing system for assigned Executives.
• Highly-developed abilities using standard office technology and proven advanced proficiency in Word, Excel and PowerPoint.
• Strong work organization and prioritization skills.
• High degree of interpersonal and communication skills.
• Ability to work with minimal direction.
• Ability to self-manage, plan, and prioritize efforts.
• Must be a team player.
• Must be goal-oriented and willing to complete new challenges and take on new responsibilities.
• Excellent command of the English language for internal and external verbal and written communication.

Key Challenges:

• Maintaining the highest levels of confidentiality.
• Maintaining effective working relationships with employees and external contacts.
• Maintaining effective information management systems (e.g., documentation).
• Managing multiple priorities in a timely and effective manner.
• Self-management of efforts.
• Coordination of relationships and efforts with the management team and the Board of Directors.

Experience: A High School Diploma or equivalent plus advanced business-related study. Five to seven (5-7) years of experience in a high-level Corporate or Executive office. Excellent computer proficiency with exposure and ability to use different databases and computer systems. Previous experience managing or supervising a clerical staff is desired.

Job Constraints: The position will require significant amounts of visual and mental effort. The position may require attendance at Committee meetings (in the evenings), in particular, functioning as staff to the Committee. It will further require significant amounts of time seated at a desk or computer station, as well as in high-level Executive meetings. Small amounts of light lifting (e.g., supplies and paper) will be required. The position will require management of significant amounts of highly confidential documents and situations. Minimal local travel may be necessary. This position works onsite.