Executive Administrator

2 weeks ago

Sacramento, United States Western Health Advantage Full time
Job DescriptionJob Description

Summary Description: 

  • Under general direction, the Executive Administrator provides administrative support to Western Health Advantage’s (WHA) Chief Executive Officer (CEO), Chief Financial Officer (CFO) and Chief Legal Officer (CLO) in a well-organized and timely manner. The Executive Administrator provides customer service to internal and external clients, coordinates travel arrangements, drafts business correspondences, and maintains and schedules calendars on behalf of functional area Chiefs.
  • Representative Duties:  
  • Support functional area Chief with the development and implementation of the organizational plans, strategies and annual budget.
  • Support functional area Chief with documenting the department’s business priorities, goals and objectives on a quarterly and/or monthly basis to achieve business targets as set forth in the annual business plan.
  • Interface and collaborate with departmental team members, as well as other functional area leaders and employees, on special projects and/or towards the accomplishment of company-wide business goals, objectives and project deliverables.
  • Effectively present functional area and/or departmental performance information, project updates and other miscellaneous information to a variety of internal and/or external organizations, business clients, consumers and/or the public as directed.
  • Support functional area Chief with the maintenance of key-stakeholder relationships relevant to the department and/or the company.
  • Assist in the documentation of departmental staffing plans and processes to support the effective execution of department and/or company business plans, strategies and initiatives.
  • Maintain consistently high performance standards by regularly communicating business updates.
  • Establish and execute personal and professional development initiatives for the purpose of keeping current and effective in the performance of various job duties and roles.
  • Under minimal supervision and instruction, exercise independent judgment and initiative while prioritizing and coordinating tasks related to assigned functional area.
  • Arrange, coordinate, and manage functional area Chief and Department calendars for appointments, meetings, and travel. Coordinate time, location, and participant arrangements for calendar events.
  • Assist in identifying opportunities for improving departmental methods and procedures and identify resource needs.
  • Receive visitors and telephone calls; provide information on a wide variety of activities and/or concerns, or refer the request to the appropriate office.
  • Compose a variety of correspondences such as memos, letters, agendas, minutes, reports, and other documents, and proofread for content, composition, grammatical structure and consistency with current standards.
  • Establish and maintain files, reference materials, and other record keeping systems.
  • Review and arrange incoming mail/correspondences according to action(s) required and deadline(s).
  • Prepare and coordinate the completion of reports by locating, assembling, and summarizing information and data.
  • Compose agenda, gather, and prepare materials for Board of Directors meetings and compose/distribute Minutes.
  • Oversee the Administrative Team meetings, compile agenda and compose/distribute Minutes.
  • Provide direction and support to Executive Administrative Assistants supporting Chief’s in other functional areas.
  • Work independently with minimal instruction to prioritize and coordinate activities to meet critical deadlines.
  •  Interpret, apply, and explain rules, regulations, policies, and procedures when appropriate.
  • Communicate clearly and concisely, both verbally and in writing to all employee levels within the organization.
  • Develop and maintain cooperative, effective working relations with others.
  • Effectively handle sensitive and confidential assignment with tact, discretion, and diplomacy.
  • Prepare and submit accurate and timely expense reports following prescribed company timelines and procedures.
  • Maintain contract files and departmental policies and procedures, update when necessary.
  • Perform other duties and special projects as assigned. Qualifications: Any combination of education and experience

Qualifications:

  • Associates Degree in Business Administration or a similar discipline.
  • 3 years’ experience working as an Executive Administrative Assistant or Senior Administrative Assistant.
  •  Proof of the ability to type at the rate of 45 net words per minute.
  • Working knowledge of managing and coordinating secretarial support services such as record keeping, filing methods, and records management techniques.
  • Ability to compose reports and business writing including English usage, spelling, grammar, and punctuation.
  • Previous experience working in the health care industry, specifically HMO, is a plus.
  • Proficient computer skills, including electronic mail, routine database activity, word processing, spreadsheet, graphics, etc.
  • Must be able to speak, read, write, and understand the primary language(s) used in the workplace.

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