Executive Assistant

1 month ago

Bedford, United States Three Wire Systems Full time
Job DescriptionJob Description

MyAdvisor/VetAdvisor care coordination program provides expert care for those that serve others. From behavioral health to career development, MyAdvisor will triage individual needs to find the best resources for ongoing support. With over 12 years of proven success, MyAdvisor provides support to those who are responsible for the safety and welfare of others. Three Wire delivers practice, preventative, and integrated care coordination to private and public sector employers. This care coordination, in turn, supports clinical tele-behavioral health, holistic wellness, navigational advocacy and family stability, and thus helps individuals thrive in their career and family life. Job Summary: This position is responsible for performing a wide range of administrative support functions for the President, MyAdvisor/VetAdvisor and management team as well as assisting the Human Resources Department with administrative duties. The incumbent will report to/work from PA location(s).

Essential Duties and Responsibilities:

Executive Assistant Responsibilities:

  • Supports/conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; preparing expense reports; initiating telecommunications.
  • Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
  • Maintains customer confidence and protects operations by keeping the information confidential.
  • Completes projects by assigning work and following up on results.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.
  • Contributes to team effort by accomplishing related results as need.
  • Organize and file documents and other materials (electronic and/or hard copy), per direction of President (or designee). Scan documents as requested.
  • Assist management team staff with scheduling of and preparation for meetings, conferences, and related events (as requested). Business Sensitive
  • Support special activities or projects as assigned.
  • Maintain and organize credit card receipts and charges monthly for cardholders and submit expense report for credit card accounts prior within CostPoint to meet deadline to the finance department

HR Administrator Responsibilities:

  • Maintaining employee records
  • Initiate the background and drug screen process for new hires
  • Request, maintain and process pre-employment documents
  • Assist in orientation for new employees
  • Perform other duties as required Education and Qualifications:
  • Minimum Education/Training Requirements: Associate degree preferred
  • Minimum Experience: 4+ years of administrative support reporting directly to senior management, or an equivalent combination of education and experience. Minimum 1 year of experience at an HR Administrator or similar role Mental Demands:
  • Concentration/Attentiveness
  • Respond to unpredictability
  • High Level of Record Keeping and Confidentiality
  • Organize and Prioritize
  • Manage Multiple Projects/Tasks
  • Read, Comprehend and Follow Instructions/Work Orders
  • Relate to Others

Supervising Others: None

Travel: 10% or less

Key Competences:

  • Communication skills - written and verbal
  • Planning and organizing
  • Prioritizing
  • Problem assessment and problem solving
  • Information gathering and information monitoring
  • Attention to detail and accuracy
  • Flexibility
  • Customer service orientation
  • Teamwork

Work Environment: Typical Professional Office Environment

Mission Responsibilities:

  • Contributes to achievement of the Mission and Vision of our organization
  • Adapting to Change-Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives
  • Continuous Improvement-Acts to constantly improve the level of clinical and non-clinical outcomes and level of customer satisfaction in both individual and teamwork processes
  • Client Centered Focus-Demonstrates concern for meeting or exceeding customer’s expectations/requirements in a manner that allows the client to guide rehabilitation process towards the achievement of their goal(s) and which provides satisfaction for the customer
  • Teamwork-Accomplishes tasks through working effectively with others and appreciating the value, contributions, and commitment of every team member.

Physical Demands: works in office areas, sits, stands, bends, lifts and moves intermittently during working hours. Uses personal computer, telephones, copiers, printers, and other office equipment. The employee must occasionally lift and/or move up to 10 pounds. To perform this job successfully, an individual must be able to perform each essential function satisfactorily, with or without reasonable accommodation. Reasonable accommodations will be provided in the Three Wire Systems San Diego office location only. The list of requirements, duties, and responsibilities is not exhaustive but is representative of the current job. The knowledge, skills and/or abilities listed are typically required to perform this job successfully. Reasonable accommodations may be made to enable functions. Management reserves the right to revise the job description and to require that other tasks be performed when the circumstances of the job change (for example: emergencies, changes in personnel, workload, or technical development).

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