Executive Assistant II (AD3601 - Hamilton Wolfe)

Reporting to the Director of Health Outcomes Center, provides highly skilled administrative support to the Executive Team and exemplifies core role model at all times. The Executive Assistant serves as support for leadership to ensure efficient and proper operation of the company. Works autonomously, sets priorities and makes independent decisions of a complex nature. Moreover, resourcefulness, flexibility, decision anticipation acumen, diplomacy, the ability to take the initiative, work independently, and handle sensitive information with discretion are key characteristics expressed for this role. 

 

 

DUTIES AND RESPONSIBILITIES:

1. Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission. 

2. Manage organizational contacts, license certification/permits and policies and procedures through the approval process, creates and maintains databases and spreadsheets; provides department with computer generated reports summarizing information.

3. May initiate responses for Executive Team review and/or complete and send out responses on his/her behalf, as per established protocols. 

4. Attends meetings, prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.

5. Assists with organizing and hosting company-wide presentations. Assists with coordination and implementation of departmental program-related activities.

6. Analyzes, categorizes, prioritizes and distributes mail. Manages subscriptions. 

7. Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget.

8. Maintains Executive Team and meeting room calendars keeping them up-to-date; with particular advance attention to preventing scheduling conflicts. Being mindful of meeting priorities, stakeholder importance, making necessary scheduling changes accordingly with little to no direction. Coordinates audio-visual and technology requirements, orders catering services, etc., as needed. 

9. Evaluates, develops and revises administrative systems in order to improve efficiency. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.

10. Assist with audit related requests by providing accurate information within preset deadlines. 

11. Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Deals discreetly with highly sensitive, confidential written, electronic, and oral communications. 

12. Performs other related duties as assigned.

 

 

JOB QUALIFICATIONS:

High school diploma or equivalent

Minimum 3 years’ experience in an administrative support position 

Email Management 

Calendar Management 

Proficient with Microsoft Office Word, Excel, PowerPoint, and virtual meeting platforms

Excellent oral and written communication skills

Ability to maintain confidentiality in all matters

Ability to maintain professionalism when dealing with employees and visitors of the Center

Ability to drive to sites and/or events and seminars and travel outside of area as needed

Scheduled hours and/or work locations are subject to change

 

 

PHYSICAL ACTIVITIES AND REQUIREMENTS:

Finger Dexterity: Using fingers to make small movements such as typing or picking up small objects.

Talking: Frequently conveying detailed or important instructions or ideas accurately, clearly, or quickly.

Hearing: Able to hear average or normal conversations and receive ordinary information.

Repetitive Motions: Frequently and regularly using the wrists, hands, and fingers.

Visual: Average, ordinary, visual acuity necessary to prepare or inspect documents or other materials.

Physical: Sedentary work; sitting most of the time.  May have to lift folders, files, papers, audio/video equipment, and other such items weighing up to approximately 25 lbs.