Executive Admin Assistant

3 weeks ago

Aurora, United States Life Flight Network Full time
Job DescriptionJob DescriptionLife Flight Network is one of the most prominent not-for-profit air ambulance organizations. As the industry's trailblazers, we constantly raise the bar for safety, excellence, social justice, and innovation in the skies and on the ground.

Being a member of our esteemed team means embarking on a career defined by distinction, pride, compassion, and unwavering service. We are a group of dedicated professionals who thrive in a high-octane, collaborative environment. Our collective brilliance shines as we come together to make a difference in the communities we serve. Here, you'll find the best and the brightest talents, who are second to none in their dedication and expertise.

Are you ready to unleash your potential and make a real impact in your community? If you're seeking a rewarding and fulfilling path, then look no further - Life Flight Network is the place where your aspirations will take flight

The Executive Administrative Assistant provides confidential, complex, and diversified support to the Chief Officer to relieve them of administrative detail. Involves exposure to confidential and sensitive information requiring a considerable use of tact, diplomacy, discretion, and judgment.

QUALIFICATIONS:

  • B.S. or B.A. degree with major or minor in Business Administration or other related field is required.
  • Five years experience in an administrative support role requiring discretion, judgment and performance of a wide range of secretarial/administrative support functions is required.
  • Pre-hospital or healthcare experience preferred.
  • Demonstrated keyboard, advanced word processing, and budget skills.
  • Independently able to write, edit, proofread, and format documents such as business correspondence, presentations, charts, articles for the website, newsletters and other material as needed utilizing Word, Excel, PowerPoint, PhotoShop and other common software with exceptional proficiency.
  • Ability to process invoices, large mailings, expense reports, and travel arrangements as needed.
  • Calendar management for Chief Officer, events and conferences.
  • Support Life Flight Network department and company meetings, including planning, coordinating, and minutes.
  • Ability to transcribe reports, forms, and correspondence, including the use of technical and medical terminology.
  • Ensures office runs smoothly at its most basic level, including filing, archiving, maintaining/ordering supplies, mailing/shipping, answering phones, etc.
  • Effective positive human relations skills including tact, diplomacy, and ability to work with all levels of staff and leadership, including contracted vendors/agencies and their staff and leadership.
  • Ability to take ownership of work, doing what is needed without being asked.
  • Above average capacity for visualizing and formulating new techniques, approaches and strategies allowing the organization to thrive in the future.
  • Embrace proactivity and proactive behavior; change-oriented and self-initiated. Proactive behavior involves acting in advance of a future situation, rather than reacting.
  • Ability to travel by personal vehicle to meeting locations, including occasional travel to other cities. Must possess a valid driver’s license and automobile in good repair. Must provide proof of auto insurance. Mileage and travel expenses are reimbursed per Life Flight Network policy.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative support for Chief Officer

  • Maintains the calendar of the Chief Officer, makes appointments, schedules and organizes meeting arrangements to make optimal use of their time.
  • Coordinates booking of travel arrangements for Chief Officer and professional staff.
  • Attends meetings to take detailed minutes.
  • Handles confidential and/or sensitive information pertinent to the company’s operation with absolute discretion.
  • Develops, maintains, and archives Life Flight Network’s Policy and Procedures.

Correspondence and reports produced, organized and distributed according to company, department and operating unit needs.

  • Types/processes and transcribes routine and complex reports, forms, and correspondence, including the use of technical and medical terminology, from notes or dictation.
  • Composes specialized and sensitive correspondence and reports.
  • Operates standard office equipment such as personal computer, facsimile, copier, and multi-line telephone.
  • Operates both standard and highly specialized personal computer software such as desktop publishing, specialized graphics, spreadsheets, calendaring and project management software.
  • Edits documents for grammar, punctuation, etc.

Company and Department records, files and logs maintained in a complete, current and accessible manner.

  • Files, retrieves, reviews, responds to and distributes documents and/or correspondence, which may be complex and confidential.
  • Analyzes company and departmental data usually from a single source using routine data gathering and analytical procedures.
  • Monitors and audits department budget.

Facilitate communication between department members and with other customers to help meet management's objectives.

  • Communicates company and departmental information to customers regarding company and department operations.

Coordination of the work of other clerical and support staff according to department needs.

  • Manages, coordinates, trains, guides, and oversees the work of other department clerical personnel.
  • Coordinates company and department activities within the scope of this position.
  • In conjunction with Chief Officer and other management staff, may assist in performance evaluations or corrective action discussions.
  • Recommends department procedures and any changes to management.

BENEFITS

  • LFN offers competitive compensation above industry standard
  • Medical (Company pays for employee 100%)
  • Dental (Company pays for employee 100%)
  • Vision (Company pays for employee 100%)
  • Life/AD&D (Company pays for employee 100%)
  • Short & long term disability (Company pays for employee 100%)
  • 401k – with 100% vested employer contribution
  • Tenure bonuses
  • Adoption assistance
  • Paid parental time off
  • Bereavement leave (including pets)
  • Tuition/Training reimbursement
  • Paid volunteer time
  • Employee Recognition Awards
  • A generous paid time off plan starting at almost 4 weeks a year for full time employees
  • Wellness Reimbursement Program
  • Life Flight Network Membership
  • Dog friendly work environment


All candidates are subject to drug screening and background investigation.


Life Flight Network is an equal opportunity employer.


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