Executive Assistant

Description

JOB PURPOSE: Primary responsibility of supporting the Chief Administrative Officer (CAO), provide support to the senior leadership as directed to ensure that company goals and objectives are accomplished, and operations run efficiently. Executive Assistant will be a proactive problem solver with exceptional communications skills and meticulous attention to detail.  Performs diverse clerical duties involving high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, and discretion while reporting directly to the CAO.

JOB FUNCTIONS:

• Complex calendar management: Manages CAO’s calendar by prioritizing schedules and meetings.
• Initiate and draft correspondence, monthly reports and spreadsheets for Chief Financial Officer (CFO), Directors, and Managers.
• Act as a backup for the Chief of Staff in preparing of records, minutes and resolutions for the Board meetings.
• Meeting planning and organizations: Assist CAO in planning and organizing meetings by taking responsibility for assembling the agenda, location, meeting technology based upon participants needs, and all other meetings.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Correspondence/approvals: Support CAO by acting as a proxy for communications and approval as authorized. Answers general questions as necessary and refers (filters) routine matters to appropriate parties and follows up to ensure accurate disposition.
• Implement compensation changes through Attachment A’s for Physician’s and Advanced Practice Practitioner’s.
• As directed approve and submit check requests for the CAO, Directors, and Managers.
• Act as a liaison for CAO, Directors and Managers between Inspire Health administration and internal and external clients.
• Track and maintain expenditures.
• Maintain an organized filing system of paper and electronic documents.
• Handling office communication.
• Resolving issues and troubleshooting a variety of situations.
• Provide assistance as needed with the minutes of various board committees. May also assist to condense minutes insuring that all pertinent information is included, follow-up on action items and distribute information to appropriate individuals.
• Other administrative duties and/or projects as assigned.

Requirements

Knowledge:

• · Minimum two (2) years of college or equivalent, B.A. preferred.

Experience:

• · Minimum three (3) years related work experience with one (1) year in support of senior management. 

Skills:

• Ability to work independently and make decisions in a multi-faceted, fast-paced environment with tight deadlines.
• Ability to prioritize and handle multiple tasks simultaneously.
• Self-motivated with strong organizational skills.
• Exceptional computer skills with advanced knowledge of Outlook, MS Word, Excel and Power Point.
• Verbal and oral communication skills necessary to convey information effectively and professionally, with courtesy and tact.
• Exceptional interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of physicians and staff.
• Written communication skills that provide the ability to initiate and edit correspondence.
• Sound judgment and the ability to effectively act as the liaison between the Chief Financial Officer and the various individuals who contact the office.
• Ability and willingness to propose and initiate ideas and tasks that will enhance the productivity of the Chief Financial Officer and therefore improve the overall effectiveness of Inspire Health.

Physical Requirements:

• Involves sitting approximately 90 percent of the day, walking or standing the remainder. Some bending, stooping, and lifting up to 15 pounds.

Safety:

• All employees are responsible for complying with safe and healthful work practices as outlined in Inspire Health’s Employee Safety and Injury and Illness Prevention Program and policies and procedures specific to their department needs.All employees are responsible for complying with safe and healthful work practices as outlined in the company's Employee Safety and Injury and Illness Prevention Program and policies and procedures specific to their department needs.