Executive Administrative Assistant Jobs

Reporting directly to the CEO the Executive Administrative Assistant will support the CEO and other executives managing schedules, coordinating meetings, maintain records, facilitating project completions, completing reports, preparing presentations, drafting correspondence and maintaining files and databases. The role ensures that medical personnel or non-medical staff, all practitioners are assessed and credentialed. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Duties include but are not limited to:

• Responsible for the credentialing program that carries out criteria for certification as well as federal, state, and municipal regulations.
• Maintains contracts and agreements working with legal department for matters requiring attorney interaction
• Handle requests for information and data: reports as requested. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and Executive Team including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Respond to and resolve administrative problems and inquiries
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact
• Ensure that providers are fully credentialed and loaded as participating in all applicable contracted health plans by submitting accurate and complete enrollment applications, and following up with payer credentialing departments and provider enrollment representatives
• Receive, direct and screen visitors and clients via phone and in person
• Prepare agendas for meetings and prepare schedules as well as record, compile transcribe minutes of meetings
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
• Communicates directly, and on behalf of the CEO on matters related to CEO's programmatic initiatives
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
• General clerical duties including photocopying, fax, mailing, filing(electronic and paper), sorting and distributing correspondence, prepare and modify documents including correspondence, reports, drafts, memos and emails
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Maintain and order office supplies

Requirements

• Experience: Must have 3-5 years healthcare administrative experience with great computer & administrative skills. Experience with Concur, MD-Staff and direct experience supporting C-level executives in a healthcare setting is preferred
• Education: High School degree or equivalent required. Bachelor's degree preferred

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Expert level written and verbal communication skills
• Emotional maturity
• Ability to effectively interact with persons of widely diverse roles, backgrounds, cultures, and socio-economic classes, those in crises or resistant or negative toward organization
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, the leadership team and external partners
• Ability to remain seated for long periods of time without significant discomfort or distress
• Must have the ability to exercise a high degree of diplomacy and tact; excellent customer services and interpersonal communication skills; Cultural sensitivity and demonstrated ability to work with diverse people groups
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Physical Demands: With or without reasonable accommodations, must be able to stoop, kneel, crouch, reach, stand for sustained period of time, walk, pull, lift, raise and move objects from position to position (up to 50 lbs), finger grasp; feel sizes, shapes, temperatures, and textures; express or exchange ideas orally and potentially loudly, accurately, or quickly; visually detect, determine, perceive, identify, recognize, judge, observe, inspect, assess; perceive the nature of sound with or without correction; perform repetitive motions of the wrist, hands, or fingers. Typing, data entry (finger dexterity) and ability to hold hands steady on keyboard when typing. Sit at extended period of time with erect posture. Reading forms/computer screens. Ability to communicate verbally over the phone
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment, working well under pressure with minimal supervision
• Knowledge, Skills & Abilities:
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Screening: Must successfully pass background check, drug screen, physical and be able to provide positive employment references
• Well developed verbal and written communication skills in English; Additional language abilities desirable.6. Knowledge of basic math and modern office procedures
• Must have expert PC skills that include a combination of working in a Windows Operating System and Microsoft Outlook, Word and Excel and proficient typing skills
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail