Executive Assistant

Summary of Duties

Responsible for directing the Home Office operations and administrative activities as directed by the President/CEO. Oversees and evaluates assigned personnel in accordance with established policies and procedures.

Essential Job Functions

1. Keeps president informed of pertinent information and activities at all times.
2. Performs administrative duties for the President, including written and dictated typing, answering telephone, maintaining files, opening daily mail and special projects. Maintains President’s calendar.
3. Thinks critically to assure quality and prioritize resources.
4. Performs event planning duties including but not limited to coordinating and scheduling travel arrangements including, but not limited to, airfare, hotel, car rental, meetings, meals and/or catering, etc. for Executive Management and Vice Presidents.
5. Responsible for making preparations and coordinating all aspects of the annual Medical Directors Conference.
6. Makes arrangements for Board of Directors meetings including travel, lodging, meals, and preparing necessary documents.
7. Coordinates catering for Board meetings, Home Office functions and assist as needed with monthly operational meetings.
8. Assists in the establishment and maintenance of an adequate filing system. Maintains up-to-date files including contract files.
9. Oversees and maintains Home Office monitoring system.
10. Reviews and cross-references bills for executive approval.
11. Provides clerical support for Home Office plant operations personnel as needed.
12. Supervises assigned clerical personnel and monitors competence, evaluates employee performance, and makes recommendations concerning corrections that may become necessary related to performance management and/or salary adjustments.
13. Assists in setting standards for clerical personnel. Schedules office working hours, work assignments, vacations, etc. for clerical personnel.
14. Schedules and conducts regular staff meetings.
15. Ensures appropriate paperwork is properly completed and submits for administrative payroll and verifies reports for accuracy.
16. Notarizes documents as needed.
17. Maintains key control for the Home Office, including making, distribution, replacing and return of keys, as well as the keys for the Home Office storage areas.
18. Signs for certified mail in absence of front desk personnel and ensures payment of postage due notices.
19. Monitors administrative and marketing communication devices.
20. Other related duties and responsibilities that may become necessary or as directed by the President.

Education

Bachelor’s Degree in Business Administration or related field preferred.

Experience

Must have a minimum of two (2) years experience in an administrative supervisory capacity. Five (5) years of relevant experience may be substituted for educational requirements.

Physical Requirements for Essential Job Functions

1. Must be able to walk, sit and stand intermittently throughout the workday.
2. Must be able to work with hands and fingers throughout the workday.
3. Must be proficient at operating various types of office equipment.
4. Must be able to push, pull, move and/or carry up to 50 pounds utilizing proper body mechanics and assistance. Must be able to reach, bend and/or stoop intermittently.
5. Must be able to perform the essential functions of this position with or without reasonable accommodation.

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