Executive Admin Assistant

Job Summary

The Executive Administrative Assistant will provide executive level administrative support to the Office of the President and CEO or Core Leadership Team (CLT) members. The Executive Administrative Assistant must have good judgement and significant initiative to manage a broad spectrum of activities and situations while providing project management, administrative, and organizational support, providing proactive support for the CEO, CLT and external constituents. Performs duties in a confidential nature, with minimum supervision in a fast-paced environment, remaining flexible, proactive, resourceful and efficient. Maintains a high-level of professionalism, strong decision-making ability and attention to detail. Collaborates with the Assistant to the President and CEO and others as appropriate.

Education & Experience

Required:

• High school diploma or G.E.D.
• Minimum of 10+ years of executive administrative support experience and five of which at the CEO/President/C-suite or equivalent
• Flexibility and proven ability to reprioritize work and schedules. Capable of handling a variety of project simultaneously in a timely manner
• Effective in a team environment, possessing a strong commitment to the CLT while exhibiting confidentiality in handling of information that may impact the organization
• Advanced technical aptitude to resolve issues with VPN, Zoom, Microsoft 365 (Outlook, Word, Teams, PowerPoint and Excel) and DocuSign
• Manage and prioritize complex Outlook calendars, coordinating meetings, travel arrangements and itineraries for CLT
• Strong attention to detail and organizational skills
• Exceptional grammar, writing, and communication skills. Ability to proof, edit, and compose documents
• Experience with event planning including Board of Trustees meetings and activities

Preferred:

• Bachelor's degree in Business or related field
• Experience in a healthcare environment
• Knowledge of government programs (i.e., TRICARE program, VA, Military Health System)
• Having served our nation in the U.S. Military, a plus
• Prior experience working in a high profile setting, a plus

Key Responsibilities

• Manages daily administrative needs and workflow of the Office of the President and CEO and CLT members including scheduling, appointments, coordinating travel, maintaining calendars, department and group meetings, expense reports, files, etc.
• Completes administration including ordering meals and gathering meeting materials, assists with shareholder relations and communications and coordinates travel arrangements and itineraries (i.e. commercial flights, hotels, ground transportation) including the creation of expense reports.
• Screens incoming telephone calls, greets visitors, and handles correspondence. Responds to routine correspondence and assists with special requests and inquiries as required.
• Plans and coordinates travel itineraries for the Office of the President and CEO or CLT members as directed, handling complex logistical detail to ensure smooth, efficient travel. Coordinates commercial flights, hotels, and ground transportation. Maintains travel logs as needed and creates detailed expense reports.
• Handles meeting set-up and tear-down for internal and external meetings.

• Composes and prepares business and personal correspondence. Writes personal notes for special occasions with an understanding of the President and CEO's style and voice.
• Assists President and CEO or CLT member with special projects and written communications as requested.
• Maintains effective communication with the Assistant to the President and CEO to support the Office of the President and CEO and CLT.
• Conducts research and information gathering on behalf of the department and prepares summaries and reports.
• Ensures that the office area has adequate office supplies; printers are working properly.
• Coordinates with Human Capital to insure hiring of Executive Members or Consultants, by insuring onboarding needs are met prior to the start date – ordering IT equipment, desk set up, office tours and introducing new team members and scheduling introductory meetings.
• Serves as an internal and external liaison to carry out the Office of the President and CEO's or CLT member’s objectives.
• Performs other duties as assigned.
• Regular and reliable attendance is required.

Competencies

Communication / People Skills: Ability to influence or persuade others under positive or negative circumstances; adapts to different styles; listens critically; collaborates.

Computer Literacy: Ability to function in a multi-system Microsoft environment using Word, Outlook, TriWest Intranet, the Internet, and department software applications.

Coping / Flexibility: Resiliency in adapting to a variety of situations and individuals while maintaining a sense of purpose and mature problem-solving approach is required.

Empathy / Customer Service: Customer-focused behavior; helping approach, including listening skills, patience, respect, and empathy for another's position.

Independent Thinking / Self-Initiative: Critical thinkers with ability to focus on things which matter most to achieving outcomes; commitment to task to produce outcomes without direction and to find necessary resources.

Multi-Tasking / Time Management: Prioritizes and manages actions to meet changing deadlines and requirements within a high volume, high stress environment.

Organizational Skills: Ability to organize people or tasks, adjust to priorities, learn systems, within time constraints and with available resources; detail-oriented.

Team-Building / Team Player: Influences the actions and opinions of others in a positive direction and build group commitment. Works well with teams, and is willing to do whatever is necessary to ensure successful outcomes.

Technical Skills: Expertise with business and creative writing skills; research and data analysis skills; exceptional telephone and customer contact skills; project management skills a plus; high degree of technical aptitude to resolve issues with VPN, Zoom, Microsoft 365 (Outlook, Word, Teams, PowerPoint and Excel) and DocuSign; ability to operate standard office equipment, such as copiers, overhead projectors, video conference equipment and fax machines; ability to exercise discretion and judgment in addressing confidential and proprietary matters.

Working Conditions

Working Conditions:

• Availability to work non-regular hours as required
• Works within a standard office environment; some travel required for offsite Board meetings and corporate events
• Extensive computer and telephone work with prolonged periods of sitting