Sr. Administrative Assistant

The Phia Group is a service- oriented organization assisting employee health plans nationwide. We provide our clients with innovative cost- cutting solutions and constantly expanding service offerings. We continue to enjoy growth thanks to our most valuable resource – our talented and committed team.

As a Sr. Administrative Assistant you will provide high-level administrative support to the EVP by preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, arranging conference calls, scheduling meetings and travel arrangements and execution of other varied tasks.

At The Phia Group, whose mission is to provide high quality yet affordable healthcare to American employees and their dependents, you can look forward to not only exceptional benefits for yourself but also being immersed in a company that has been named one of USA Today’s top workplaces for 2024. We believe that this distinction, which stems from the fourth annual survey co-sponsored by Energage and USA Today, reflects our unwavering commitment to upholding an internal culture of inclusivity, enjoyment, and empathy for our valued employees.

Note: This is an onsite position, but we can provide a flexible teleworking schedule if appropriate.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Manage and maintain EVP’s schedule including internal and external meetings
• Preparation and set up for in person client and department meetings, including securing conference rooms, technology, refreshments as requested; and assisting with preparation of meeting materials
• Prepare reports, memos, letters, financial statements and other documents, using word processing, spreadsheets, database, or presentation software
• Review incoming correspondence for the executive as necessary and ensure proper attention to requests and tasks; set reminders for executive for follow up
• File and retrieve corporate documents, records, and reports
• Prepare responses to correspondence containing routine inquiries
• Will be required to maintain project files and keep all matters updated and current.
• Uses MS Word, Excel, Microsoft Outlook and other programs in preparation of correspondence and/or documents
• Will be responsible for consistency and accuracy on time-sensitive documents.
• Establishes and maintains filing systems.
• Maintain accurate notes from all assigned meetings.
• Arranges EVP’s travel and meetings by developing itineraries and agendas; booking transportation; arranging lodging and meeting accommodations.
• Process expenses using Navan
• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.

Experience and Qualifications

• Excellent attention to detail with the ability to multi-task
• Excellent communication skills
• Must have prior experience supporting in a remote environment
• Proven experience as an assistant to Vice President or Senior Vice President tier
• High level of proficiency using Microsoft Word and Excel required
• Outstanding organizational, interpersonal, and administrative skills
• Excellent telephone, writing, and proofreading skills
• Must be self-motivated and able to meet deadlines under pressure
• Must have the ability to work as part of a team, as well as to work independently
• Paralegal certificate preferred

Working Conditions / Physical Demands

Sitting at workstation for prolong periods of time. Extensive computer work. Workstation may be exposed to overhead fluorescent lighting and air conditioning. Fast paced work environment. Operates office equipment including personal computer, copiers, and fax machines.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, the company reserves the right to modify, add or remove duties and assign other duties as necessary.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed here) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.