Executive Assistant

3 weeks ago

Kennett Square, United States The Onix Group - Corporate Office Full time

Onix Group is seeking a well-rounded Executive Assistant to assist our executive team with administrative and operational support. This position will support both our healthcare and real estate management team.

SPECIFIC DUTIES AND RESPONSIBILITIES

  • Represents the COOs, VPs and other key operators professionally and pleasantly in all aspects, while maintaining the highest level of confidentiality of all corporate, personnel and research matters and is able to interact with all levels of the organization, internally and externally
  • Manages the calendar and schedules appointments and conference/zoom calls for Managing Member and other staff as directed. Arranges detailed travel plans and itineraries, compiles documents, car rentals, hotel reservations, print board passes, etc. Organize meetings and trainings including reserving venues, logistics, presentations, catering supplies and hotel accommodations
  • Maintain up to date list of all contacts and direct reports to all key operators
  • Assists with time management of all key operators
  • Takes and transcribes dictation and composes and prepares confidential correspondence, reports and other documents as directed. Attends all meetings and records and distributes the minutes
  • Performs clerical and administrative functions including developing and typing taped dictation or written correspondence, copying, faxing, mailings, deliveries, binding and typing
  • Ensures all personal and corporate invoices are processed and paid timely including assisting in creating expense reports and submitting to AP for payment. Review and approve timesheets on a bi-weekly basis including Fee for Service duties
  • Screens incoming calls and correspondence and responds independently where necessary. Be the point person at the Corporate Office that Operators can contact when needed and is resource to the field positions and help navigate them to the person they need
  • Set up and maintain dashboards and trackers electronically of all operational daily, weekly and monthly reports, including requesting late reports. Create, maintain and terminate user accounts for specified software and create ID badges for new employees and when needed
  • Organize and monitor all facility licensure expirations and required trainings for each location
  • Manage and coordinate special projects, compliance matters and any additional duties as assigned
QUALIFICATIONS

Education:

High School Diploma or Equivalent

Experience:

1 year experience in customer service and supporting at the Executive Level

ESSENTIAL JOB REQUIREMENTS AND SKILLS
  • Must be able to handle confidential matters in an appropriate and trustworthy manner
  • Excellent judgement, analytical, and interpersonal skills, including written and verbal communication skills to effectively communicate with all levels of executives, employees and other contacts, while appropriately and discreetly handling confidential information
  • Strong understanding of business management
  • Excellent note taking skills
  • Strong knowledge of MS Office, Word, Excel, PowerPoint, Outlook, and current technology
  • Ability to lead a project, stay focused, delegate and be efficient, organized and effective in managing multiple priorities, establishing meaningful goals, while meeting all commitments on a timely basis
  • Ability to work independently to complete projects, and effectively collaborate with cross-functional teams, and external parties, including executives, employees, physicians and the public while making independent decisions when necessary
  • Ability to react as necessary, to be decisive, even if limited information is available
  • Excellent calendar management skills, including the coordination of complex executive meetings
  • Must be able to plan, organize, develop, implement and interpret the programs, goals, objectives, policies and procedures
  • Ability to research, analyze data and problem solve effectively
  • Experience in scheduling travel arrangements

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