Executive Administrative Assistant

Executive Administrative Assistant

Under the general direction of the Chief Information Officer, the Executive Administrative Assistant provides advanced administrative and operational support to ensure the smooth execution of departmental priorities. This position plays a key role in managing information flow, coordinating high-level communications, scheduling meetings and travel, processing contracts, and overseeing budget activities for the department. The Executive Administrative Assistant is a trusted liaison between IT leadership, internal stakeholders, and external partners, ensuring timely follow-up and professional representation of the department. The role requires strong organizational and communication skills, the ability to manage multiple priorities with discretion, and the flexibility to handle special projects with minimal supervision.

Representative Duties

• Provide high-level administrative support to the Chief, ensuring smooth departmental operations and timely execution of priorities while exercising sound judgment, confidentiality, and initiative in managing a wide range of administrative tasks with minimal supervision.
• Partner with the Chief to develop, document, and track departmental business plans, goals, and manage the Chief's and department calendars, coordinating meetings, appointments, and travel with precision and discretion, while anticipating scheduling conflicts and ensuring all logistics, materials, and technology are arranged effectively.
• Prepare, reconcile, and submit expense reports accurately and on schedule.
• Manage the department's annual budget, ensuring accuracy and alignment with Finance through timely processing of invoices, quotes, and purchase orders.
• Coordinate with vendors and Legal to ensure contracts and quotes are reviewed, approved, and executed within established timelines.
• Monitor office supplies and coordinate ordering and replenishment to maintain efficient daily operations.
• Build and maintain positive relationships with internal and external stakeholders by communicating proactively, sharing updates, and fostering collaboration and trust across the organization. Serve as a professional point of contact for the department, managing correspondence, visitors, and calls to ensure clear communication and responsive service.
• Prepare and deliver department performance summaries, project updates, and reports for internal and external stakeholders, ensuring clarity, accuracy, and alignment with WHA standards. Draft, edit, coordinate and proofread correspondence, reports, presentations, and meeting minutes by gathering and summarizing information from multiple sources, and documenting agendas, discussion notes, and decisions for timely distribution to ensure clarity, accuracy, and consistency with WHA Standards.
• Maintain accurate departmental documentation, including staffing plans, organizational charts, and process workflows, to support efficient operations and business planning.
• Maintain well-organized electronic and physical filing systems for departmental records and reference materials in accordance with WHA's data and document retention policies.
• Review incoming correspondence, route materials for action, and track responses to ensure timely follow-up.
• Interpret and communicate WHA policies and procedures, maintaining and updating departmental guidelines to reflect current practices and ensure compliance and business continuity.
• Identify and recommend process improvements to enhance efficiency, communication, and overall departmental performance.
• Collaborate with IT leadership and cross-functional teams on initiatives and special projects that advance organizational goals.
• Pursue ongoing professional development to stay current with evolving technologies, tools, and administrative best practices.
• Perform other duties and projects assigned to support IT leadership and departmental objectives.

Qualifications

$70,304.00 - $90,000.00 Annually

Western Health Advantage is committed to providing equal employment opportunities to employees and applicants for employment on the basis of merit and without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, physical or mental disability, medical condition, genetic information, marital status, ancestry, military or veteran status, or any other basis made unlawful by federal or state law.

Western Health Advantage values and supports the unique talents and strengths that each employee brings to our organization. Collaborating with the best and the brightest means a dynamic, fulfilling work experience for you and excellent customer service for our members.