Executive Assistant

Overview

To provide administrative support to the executive leader, leadership teams, and staff asassigned. In addition to the Administrative Assistant II duties, the Executive Assistant has a higherlevel of education and experience and more autonomy, works with a higher level ofinternal/external customers, serves as liaison to external customers, and a exposed to higherconfidentiality.

Responsibilities

- Fields telephone calls.- Receives and directs visitors.- Maintains assigned calendars and schedules.- Schedules and coordinates executive level meetings.- Prints and distributes meeting packets.- Creates and processes expense reports.- Creates correspondence, forms, reports, graphs, visual presentations, and other relateddocuments.- Places catering orders.- Captures and publishes meeting minutes and other correspondence as directed.- Develops, formats, and distributes information to internal and external stakeholders.- Orders and maintains department supplies.- Creates travel requests and travel arrangements as needed (airfare, hotel, rental cars,registration).- Maintains organization charts.- Creates and maintains effective filing systems.- Creates, submits, and tracks to completion applicable training requests and otherdocuments as directed.- Ensures applicable employee timesheets are approved per payroll timelines.- Works with leadership to develop and submit monthly update reports and documents perschedule or direction.- Acts on and/or responds to correspondence on behalf of direct manager as directed.- Applies prior experience to identify necessary efficiencies and brings to leadership’sattention.- Works with leadership on project coordination as directed.- Works with all levels of internal staff and external clients/vendors.- Exposed to highly confidential, sensitive information regarding controversial matters andpersonnel affairs.- Develops meeting agendas.- Serves as liaison to external stakeholders.- Submits flower orders per policy (ADM-15) and maintains a flower order log.- Assists with planning and organizing company events.- Other duties as assigned.

 

Qualifications

Education and Experience

High school diploma or equivalent, associate’s degree preferred;minimum five (5) years of administrative assistant experience,preferably at an executive level and interacting with governing boards;or equivalent combination of education and experience. Familiarity withMedicaid (Medi-Cal) program preferred.

 

 

Special Skills, Licenses and Certifications

Proficient in applicable business software applications such asMicrosoft Office Suite. Project coordination experience; requires strongcomputer and internet research skills, flexibility, excellent interpersonalskills, and the ability to work well with all levels of internal managementand staff, external clients and vendors. Valid California driver’s licenseand proof of current automobile insurance compliant with Partnership policy are required to operate a vehicle and travel for company business.

 

Performance Based Competencies

Excellent oral and written communication skills are required. Excellentorganizational skills with ability to prioritize assignments, maintaineffective filing systems, and meet deadlines. Ability to work underminimal supervision and exercise independent judgment. Diplomacyand tact in handling highly confidential, sensitive information regardingcontroversial matters and personnel affairs as required. Ability tointeract with executives and governing board members and vendorseffectively, handling all assignments with efficiency. Must be able tohandle multiple tasks and meet deadlines. Possess a strong work ethicand ability to take ownership and responsibility for projects.

 

Work Environment And Physical Demands

Ability to use a computer keyboard and other business machines. Morethan 90% of work time is spent in front of a computer monitor. Whenrequired, ability to move, carry, or lift objects of varying size, weighingup to 25 lbs.

 

 

All HealthPlan employees are expected to:

• Provide the highest possible level of service to clients;
• Promote teamwork and cooperative effort among employees;
• Maintain safe practices; and
• Abide by the HealthPlan’s policies and procedures, as they may from time to time be updated.

HIRING RANGE:

 

$ 85,173.51 - $ 106,466.89

 

IMPORTANT DISCLAIMER NOTICE

 

The job duties, elements, responsibilities, skills, functions, experience, educational factors and the requirements and conditions listed in this job description are representative only and not exhaustive or definitive of the tasks that an employee may be required to perform. The employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business, competitive considerations, or work environment change.