Job Description

Job Description

Job Description

Executive Administrative Assistant

The Executive Administrative Assistant is responsible for supporting PACE Southeast Michigan executives with large scope of responsibilities. The Executive Assistant handles clerical tasks, special projects and prioritizes correspondence, allowing executives to focus on decision-making and higher-level responsibilities. They also serve as links between the executive and the rest of the staff, contribute to better organization and planning, and help leaders be more effective in their roles.

DUTIES AND RESPONSIBILITIES:

• Act as the point of contact among executives, employees, clients and other external partners

• Manage information flow in a timely and accurate manner

• Manage executive’s calendars and set up meetings, interviews, appointments

• Assist with prioritization 

• Maintaining confidentiality of highly sensitive information

• Make business related travel and accommodation arrangements

• Prepare weekly, monthly or quarterly reports, if assigned

• Format information for internal and external communication – memos, emails, presentations, reports

• Take minutes during committee meetings

• Screen and direct phone calls and distribute correspondence

• Plans and implements office practices and procedures, such as the maintenance and revision of departmental document flow and filing systems

• Prepare recurring reports and financial statements which depict departmental results and/or achievements or opportunities, if assigned

• Adheres to deadlines as established with the capability to prioritize functions as assigned

• Supports Governance, Finance, Quality committee or full board 

• Schedule meetings and provide support in handling all meeting logistics (e.g., conference rooms, conference lines, prepare meeting materials, etc.)

• Leverage strong working knowledge of applicable company and service line quality, risk, and confidentiality policies and guidelines and reinforce with others

• Ability to deal with clients in a professional and courteous manner, and to develop professional working relationships

• Ability to deal with customers in a professional and courteous manner, and to develop and leverage professional working relationships

• Excellent time management and organizational skills

• Execute assigned tasks efficiently with strong attention to detail while delivering high-quality final product

• Strong PC skills (proficient knowledge of MS Excel, Word, and PowerPoint)

• High proficiency with Microsoft Office Suite (excellent Outlook skills), Lync, ZOOM, WebEx, Microsoft Teams, SharePoint, and ability to stay current with new technology

• May be assigned to support other senior leaders

KNOWLEDGE SKILLS AND ABILITIES:

• Bachelor’s Degree preferred or equivalent work experience

• Requires 1 to 2 years of progressively responsible administrative work experience

• Requires the knowledge of medical records forms and the ability to read and understand them.

WORKING CONDITIONS:

• Occasional lifting up to 25 lbs. 

• Sitting for extended periods of time

• Must be able to work in a climate controlled, office environment

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