Executive Administrator

4 weeks ago

Alpharetta, United States Care Logistics Full time

Care Logistics, part of the Jackson Healthcare family of companies located in Alpharetta, GA, is seeking an Executive Administrator


Your 3+ years of experience in executive assistance will be used to support the President of Care Logistics and ultimately further Jackson Healthcare’s strategy and mission: to improve the delivery of patient care and the lives of everyone we touch. And your work will positively impact the multiple nonprofit organizations we directly support. Find purpose in your work at a Jackson Healthcare company, ranked a “Best Places to Work” by Fortune and the Atlanta Business Chronicle


Description


The Executive Administrator is responsible for the organization of administrative tasks, coordination of company events and meetings, and general questions that Care Logistics associates may have. This role will be the lead to support the Senior Management Team functions. The office administrator is expected to provide a pleasant work environment while ensuring high levels of organizational effectiveness, communication, and safety for the office and associates by encompassing an others first mindset and upholding a positive and friendly attitude.


This role is fully ONSITE, not hybrid nor remote.


ESSENTIAL DUTIES & RESPONSIBILITIES


Administrative Lead for Senior Management Team (SMT)as follows:

  • ​Maintaining annual meeting plan
  • Agenda creation and distribution
  • Maintain and follow up on SMT action items
  • Minutes of SMT meetings
  • Administrative Lead for Annual Strategy Planning activities & compilation and submission of Annual Strategy Plan materials
  • Administrative Lead for Policy and Procedure maintenance
  • Administrative rights for CL based company applications, i.e. Dropbox
  • Service Organization Control Type 2 (SOC2) annual audit support
  • Serve as point-of-contact for internal associates including general associate Q&A, mailing, supplies, equipment, and filing all corporate contracts/leases.
  • Oversees Company Document Retention Practices, shredding or scanning of old files and manages storage room and access
  • Train new hires on Workday, Dropbox, AdobeSign, Outlook, Shared drive, home page, company overview, phone lists, etc.
  • Coordinates office moves and conference space as needed.
  • Registers business associated Visitors that need access to the Alpharetta campus


Act as a liaison between CL and JH as follows:

  • Technology group - including assisting in troubleshooting IT issues, assist with cell phone upgrades/repairs/international features, ordering all replacement equipment, laptops, monitors, etc.
  • Human Resources – including Workday questions, recruiting, onboarding and termination activities for associates, training resources, etc.
  • Loves Lifts & Volunteer – liaison in coordinating events and communication
  • Associate Experience – liaison for campus events
  • Facilities/Furniture /Equipment – assist associates with office space and equipment needs
  • Finance – assist with Workday questions
  • Invoice entry for charitable donations, third party software vendors, contractors for Client Engagement & Product Engineering, expense reporting etc.
  • Legal – administer Adobe Sign and approval process, contract document storage
  • Plans and organizes various meetings and CL Associate events that may occur throughout the year such as President’s Club trips, Kickoff Party, All Hands Events, Birthdays, Milestones, Sympathy etc.
  • Coordinates distribution of corporate tickets, etc.
  • Takes inventory and order all office supplies including business cards for new and existing CL associates. Creates name badges for external events.
  • Handle all FedEx/mailing tasks (outgoing and incoming) except for shipment of marketing collateral.
  • Partner with the HR department on emergency warden duties including informing associates on the safety protocols in the office.
  • Responsible for keeping track of and ordering CL awards and holiday gifts.
  • Schedule meetings for the President and complex meetings for company
  • Assist with booking travel for the president as requested.
  • Must maintain our others first mentality, a good attitude, and willingness to help.
  • Assist Client Development and Client Engagement Administrators with tasks and duties as they arise.
  • Other duties as required.


QUALIFICATIONS – EDUCATION, WORK EXPERIENCE, CERTIFICATIONS


  • Bachelor’s degree preferred.
  • 3+ years Office Manager experience, Administrative Assistant experience, or Executive Assistant experience.
  • Proficient in Microsoft Office (including Outlook, Excel, PowerPoint, Word, etc.)
  • Stable employment history with verifiable references


OTHER KNOWLEDGE, SKILLS, AND ABILITIES


  • Strong organizational and event planning skills in a fast-paced environment.
  • Interpersonal, strategic communication, and relationship building skills required.
  • Strong attention to detail, multi-tasking, and time management skills required.

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