Senior Administrative Assistant

4 weeks ago

Phoenix, Arizona, United States Triwest Healthcare Full time

Job Summary:

This role requires onsite attendance at our North Phoenix, Arizona office.

Provides administrative support to the Core Leadership Team (CLT) members, including scheduling meetings and maintaining calendars, meeting planning, arranging travel and creating expense reports, maintaining and distributing meeting minutes, handling telephone calls, filing, and developing and maintaining spreadsheets and contact lists.

Serves as first-level respondent to phones for CLT members including the President/CEO.

Responsibilities:

  • Assists Core Leadership Team members in the Executive Office suite with administrative support needs, such as answering telephones, calendaring, mail distribution for the CLT members, message handling, general editing, printing of meeting materials, etc.
  • Answers telephones for executives/CLT members. Serves as back up to phone line for President/CEO. Responds professionally and appropriately.
  • Coordinates phone coverage and ensures professional image to internal and external customers.
  • Prepares reports by collecting and analyzing information.
  • Maintains CLT members' appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Staff meetings, takes minutes and plans logistics.
  • Coordinates with Human Capital to ensure hiring of Executive Members or Consultants, by ensuring onboarding needs are met prior to the start date - ordering IT equipment, desk setup, office tours and introducing new team members and scheduling introductory meetings.
  • Demonstrates ability to work well in a team environment, by coordinating with other staff in the executive suite and working with others throughout the company.
  • Anticipates executive needs while managing day-to-day workflow and priorities. Prepares packets of materials needed by CLT for correspondence, appointments, meetings, conferences, and other events. Ensures CLT member has meeting materials prior to meetings.
  • Establishes and maintains effective relations with members of the management team, TriWest executives, staff and external entities.
  • Coordinates lunches as requested, for CLT members and/or executive meetings.
  • Schedules and maintains calendars for the CLT members, as requested.
  • Coordinates travel arrangements for CLT members, including flights, hotel, and ground transportation. Creates travel expenses.
  • Maintains confidentiality of information not publicly disseminated. Ensures that confidential records are safeguarded in an appropriate manner. Takes steps to ensure release of confidential information to others is appropriate.
  • Uses PowerPoint, Excel, and Visio to edit CLT presentations and organization charts/process flow charts, as requested by CLT members.
  • Performs other duties as assigned.
  • Regular and reliable attendance is required.

Competencies:

  • Communication / People Skills: Ability to influence or persuade others under positive or negative circumstances; adapt to different styles; listen critically; collaborate.
  • Computer Literacy: Ability to function in a multi-system Microsoft environment using Word, Outlook, TriWest Intranet, the Internet, and department software applications.
  • Empathy / Customer Service: Customer-focused behavior; helping approach, including listening skills, patience, respect, and empathy for another's position.
  • Independent Thinking / Self-Initiative: Critical thinkers with ability to focus on things which matter most to achieving outcomes; commitment to task to produce outcomes without direction and to find necessary resources.
  • Multi-Tasking / Time Management: Prioritize and manage actions to meet changing deadlines and requirements within a high volume, high stress environment.
  • Organizational Skills: Ability to organize people or tasks, adjust to priorities, learn systems, within time constraints and with available resources; detail-oriented.
  • Technical Skills: Influence the actions and opinions of others in a positive direction and build group commitment.

Working Conditions:

  • Availability to cover any work shift
  • Works within a standard office environment, with minimal travel
  • Extensive computer and telephone work with prolonged periods of sitting

Company Overview:

Taking Care of Our Nation's Heroes.

It's Who We Are. It's What We Do.

Do you have a passion for serving those who served?

Join the TriWest Healthcare Alliance Team We're On a Mission to Serve

Our job is to make sure that America's heroes get connected to health care in the community.

At TriWest Healthcare Alliance, we've proudly been on that important mission since 1996.

Benefits:

We're more than just a health care company.

We're passionate about serving others We believe in rewarding loyal, hard-working people who are willing to learn as they grow.

TriWest Healthcare Alliance values teamwork.

Join our team, fulfill your responsibilities, and you may also be considered for frequent pay raises, overtime opportunities to earn even more, recognition and reward programs, and much more.

Of course, we also offer a comprehensive and progressive compensation and benefits package that includes:

  • Medical, Dental and Vision Coverage
  • Generous paid time off
  • 401(k) Retirement Savings Plan (with matching)
  • Short-term and long-term disability, basic life, and accidental death and dismemberment insurance
  • Tuition reimbursement
  • Paid volunteer time

Equal Employment Opportunity:

TriWest Healthcare Alliance is an equal employment opportunity employer.

We are proud to have an inclusive work environment and know that a diverse team is a strength that will drive our success.

To that end, TriWest strives to create an inclusive environment that cultivates and supports diversity at every organizational level, including hiring and retaining a diverse workforce, and we highly encourage candidates from all backgrounds to apply.

Applicants are considered for positions without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or any other consideration made unlawful by applicable federal, state, or local laws.

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