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Executive Assistant

3 months ago

Philadelphia, United States Blessings4ever Home Care Agency Llc Full time

**Position**:
Executive Assistant

**Position Status**:
Full-Time/ Hourly/ Non-Exempt

**Schedule**:
9:00 a.m. 5:00 p.m., Monday-Friday

**Reports to**:
Chief of Staff & Chief of Operations

**_
Position Description _**

The Executive Assistant provides executive, administrative, and overall support to the Executive team. This role is a highly visible representative of the organization, serving as the point of contact for internal and external constituencies on matters pertaining to the management and the executive office. The Executive Assistant will handle confidential and sensitive information and serve as a liaison in various partnerships.

**_
Primary Responsibilities:_**
- Communicate on the executive’s behalf and coordinate logistics with meetings both internally and externally.
- Coordinate meetings and activities with the leadership/management team.
- Assist daily administrative duties and complete a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries.; and compiling content and documents for meetings.
- Organize and coordinate special events and meetings, including arranging locations, logistics, conference rooms, catering, room prep, and overall event support.
- Draft and edit materials including presentations, reports, letters, scripts, and various correspondence and content
- Compile and prepare reports, letters, proposals; develop oral and written communication with stakeholders.
- Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
- Act as host for key visitors and customers as needed.
- Manages petty cash and executive credit card usage maintaining required records, tracking of transactions and account balances.
- Handles confidential information and materials appropriately and maintains a secure work area. Understands and complies with HIPAA and employment privacy rules.
- Coordination and cross function support with other Administrative Assistants as needed.
- Represents the executive by attending meetings in the executive's absence as needed.
- Maintains and protects business operations by keeping information confidential.
- Completes projects and delegates work to appropriate staff, following up on results.
- Provides general administrative and clerical support including mailing, scanning, and copying documents to the team.
- Maintains electronic and hard copy filing systems.
- Opens, sorts and distributes incoming mail correspondence.
- Prepares reports and performs data entry as requested by Executive Team.
- Assist in resolving any administrative problems.
- Answer calls for business referrals regarding inquiries.
- Acts as a fill in for various positions as assigned.
- Perform other specific tasks as assigned.

**_Will Demonstrate the following Skills/Qualifications:_**
- Executive support experience
- Ability to work independently with mínimal supervision.
- High degree of initiative, follow-through, and organizational skills.
- Excellent interpersonal communication (verbal and written) and collaboration skills.
- Ability to interface with personnel at all levels directly or virtually.
- Ability to manage confidential data
- Ability to communicate and collaborate effectively with a solution driven approach to all levels including internal and external constituents.
- Able to use initiative and solid judgment within scope of responsibilities in completing tasks and responsibilities, establishing new procedures and resolving technical challenges.
- Detail-oriented and highly organized

**_ Education/Experience Requirements_**
- Bachelor’s degree preferred.
- Registered vehicle.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Demonstrated ability to inspire trust and confidence effectively with internal and external audiences
- Able to maintain a high degree of professionalism and confidentiality.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
- At least 5 years of supporting an executive preferred.
- At least 3-5 years of experience in a health care or home care environment preferred

**_
Physical Demands & Environment_**

This position requires at least 50% travel and various physical demands may be required. This would require the ability to lift and bend or stand as necessary. Employee may be required to sit, bend, stoop, use keyboard, see, talk, and hear. May occasionally lift objects of 10 to 25 lbs. In compliance with applicable law, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

**_
Exclusion _**_f_**_