Executive Assistant Executive Team

JOB TITLE: Executive Assistant

REPORTS TO: Sr. Executive Assistant

LOCATION: 2727 Allen Parkway/Corporate Office

Position Summary:

The Executive Assistant (EA) reports to the Chief of Staff. The EA is a critically important role, enabling the Executive Leadership team to work most effectively with internal and external stakeholders and fulfill their commitments to Vitalus Health partners, funders, and the Board of Directors. This role provides high-level administrative support by conducting research, preparing reports and correspondence, hosting visitors, and managing the schedules.

This role requires a combination of focus and flexibility, as well as a willingness to play an active, behind-the-scenes role. As the Sr. Executive Assistant's ‘trusted counsel', the role requires a highly- resourceful individual with strong emotional intelligence, self-motivation, and strong analytical skills.

Key Responsibilities: Executive Assistant

• Ensure that the Executive Leadership team’s time is leveraged most effectively.
• Prepare and facilitate strategic meetings with the executive team, customers, advisors, investors, and other partners. Support the Executive Leadership team in their preparation for these meetings.
• Ensure that attendees of meetings with the Executive Leadership team send relevant preparation materials with enough lead time that anyone on the team can review in advance of these meetings.
• Understand the breadth of projects within the Executive Leadership teams’ purview and coordinate in accordance with the Executive Leadership’s priorities.
• Develop draft communications on behalf of the Executive Leadership team and/or research relevant information in support of his communications.
• Elevate issues about which the Executive Leadership team should be aware and make recommendations to resolve these issues.
• Participate in the development of Vitalus Health’s strategy, Standard Operating Procedures, and relevant policies to the team.
• Assist with documentation for legal matters with the support of outside counsel.
• Provide the Executive Leadership team with a cross-functional perspective and make suggestions to where they can bring their focus to improve organizational effectiveness and efficiencies.
• Foster long-term relationships that are critical to the future success of the organization.
• Other assigned responsibilities if specified by the EVP, or Executive Leadership team.
• Answer phone inquiries, direct calls, and provide basic company information.
• Coordinate daily agendas. Manage schedules and act as liaison for meeting attendees. This may include interrupting meetings to remind someone of upcoming time commitments.
• Close the loop in a timely manner on assigned items and tasks.
• Perform clerical duties, take memos, maintain files, and organize documents. Photocopy, fax, collate, etc., as needed.
• Arrange travel, accommodation, itineraries, and all correspondence related to travel arrangements as needed.
• Plan/organize and implement events such as meetings, business luncheons, client dinners, company events, employee team-building activities and special projects.
• Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings.
• Use discretion, tact and diplomacy when relaying conversations with the CEO; know which matters to keep confidential.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and talk or hear. The employee is frequently required to walk and sit; occasionally required to stoop, kneel, crouch, or crawl. The employee should be able to lift and/or move up to 10 pounds and occasionally be able to lift and/or move up to 25-50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Position Type / Expected Hours of Work:

This position requires availability and presence in advance of business operation hours (8:00-5:00) and frequently requires hours into the evening and some work on weekends.

Travel:

Travel is primarily local although some out-of-the-area and overnight travel may be expected.

Required Education and Experience:

• Minimum 5 years of professional work experience with increasing responsibility.
• Bachelor’s degree (B.A.) from four-year college or university; at least two years of related experience; or equivalent combination of education and experience.
• Experience working with and for senior executives.
• Experience in a healthcare office, clinic, hospital strongly encouraged.

Preferred Experience:

• Knowledge of, and experience in the digital and mobile health space
• Healthcare vernacular
• Marketing Sales Support

Required Skills:

• Strong analytical skills
• Excellent oral and written communication skills
• Outstanding interpersonal skills
• Demonstrated leadership skills.
• Problem-solving skills
• Able to concentrate on multiple problems/tasks at once.
• Excellent time management and prioritization skills
• Agile in a fast-paced environment with multiple tasks and projects at hand
• Able to organize and manage large amounts of files, tasks, schedules, and information.
• Self-directed and able to work without supervision.
• Proficiency with computers, including working knowledge of Microsoft Office including Word, PowerPoint, Excel, and Outlook Calendars.
• Able to respond to change productively and handle additional projects as assigned.
• Able to analyze and resolve complex issues, both logical and interpersonal
• Able to read, analyze, and interpret the most complex documents.
• Able to respond effectively to the most sensitive inquiries or complaints.
• Able to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Benefits & Perks:

• Competitive compensation
• A health-oriented office culture
• Health, Vision, Dental, Life Ins, Short-Term & Long-Term Disability Benefits
• Paid Holidays (7)
• PTO (10 days)

To succeed in this role, you should have the following skills and experience:

• Minimum 7 years of professional work experience with increasing responsibility
• Bachelor’s degree (B.A.) from four-year college or university; preferred
• Experience working with and for senior executives
• Business re-launch experience
• Knowledge of, and experience in the digital and mobile health space
• HR Generalist and recruiting experience
• Strong analytical skills
• Excellent oral and written communication skills
• Outstanding interpersonal skills
• Demonstrated leadership skills
• Effective delegation skills
• Problem-solving skills
• Excellent time management and prioritization skills
• Agile in a fast-paced environment with multiple tasks and projects at hand
• Able to organize and manage large amounts of files, tasks, schedules, and information
• Self-directed and able to work without supervision
• Proficiency with computers, including working knowledge of Microsoft Office including Word, PowerPoint, and Excel
• Able to respond to change productively and handle additional projects as assigned
• Able to analyze and resolve complex issues, both logical and interpersonal
• Able to read, analyze, and interpret the most complex documents
• Able to respond effectively to the most sensitive inquiries or complaints