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Admin/Clerical - Executive Assistant I Executive Assistant I

3 months ago

Long Beach, United States APN Consulting, Inc Full time
Executive Assistant I
Remote/ Long Beach CA 90802
12 months

Job Description: Remote Must be able to occasionally work onsite at the Long Beach, CA client campus to support ad hoc meetings
Must work PT hours and be within ~ 40 miles of 90802 zip code, as will occasionally need to travel to offices in Long Beach to support in-person meetings.

Job Summary - Provides administrative level support to an Executive and division team members
Prioritizes management/client requests to meet business objectives
Supports the day-to-day administrative operations of the Executive and department.
3 years - experience with Microsoft Office Suite
5 years - office/clerical
Composes routine executive correspondence
Establishes and maintains official documents and records in appropriate files
Responds to a broad range of inquiries
Keeps executive's calendar up-to-date
Makes necessary arrangements to ensure details for meetings are completed
Conducts outside research for projects, as necessary
Prepares recurring and special reports and presentations by gathering data, interpreting data and assembling reports using PowerPoint, Excel, etc
for executive's review and distribution
Proofreads and edits materials
Provides confidential administrative and clerical support to executive
Receives, opens, sorts, reads and prioritizes executive's mail
Schedules appointments, meetings, conferences, luncheons, hotel reservations and travel plans
Serves as recording secretary for committee(s), scheduling meetings, distributing materials, recording and transcribing meeting minutes
3 years - experience with Microsoft Office Suite
5 years - office/clerical experience
High School diploma or equivalent GED

Summary: Performs complex secretarial work of an administrative nature, including record keeping
Adheres to the companys/departments confidentiality and HIPAA compliance programs.

Essential Functions: Composes and types routine memos and correspondence
Copies, faxes and routes information as requested
Establishes and maintains official documents and records in appropriate files
Provides excellent organizational and time management skills; must adhere to and meet all deadlines
Responds independently to a broad range of inquiries
Keeps Supervisors calendar up-to-date
Makes necessary arrangements to ensure details for meetings are completed
Takes shorthand and or speed writing efficiently
Participates in outside research, as necessary, for some projects
Prepares recurring and special reports and presentations by gathering data, interpreting data and assembling reports using PowerPoint, Excel, etc
for executives review and distribution
Proofreads and edits materials
Provides confidential administrative and clerical support to executive
Receives, opens, sorts, reads and prioritizes executives mail
Schedules appointments, meetings, conferences, luncheons, hotel reservations and travel plans
Serves as a receptionist for executive, receiving and screening visitors and telephone calls
Serves as recording secretary for committee(s), scheduling meetings, distributing materials, recording and transcribing meeting minutes
Strong call-screening capabilities in dealing with salespeople and non-essential calls
Types documents, memos, correspondence, presentations, forms, charts, tables and the like from rough draft
Complies with required workplace safety standards.

Knowledge/Skills/Abilities: Excellent knowledge of Microsoft Office Suite (Word/Excel/Access/Power Point) including mail merges and the ability to type 65+ wpm General knowledge of industry related issues particularly Medical Managed care/Medicaid program Ability to deal with all levels of staff; must be professional and diplomatic Excellent interpersonal, verbal and written communication skills Ability to abide by clients policies Ability to maintain attendance to support required quality and quantity of work Maintain confidentiality and comply with Health Insurance Portability and Accountability Act (HIPAA) Ability to establish and maintain positive and effective work relationships with coworkers, clients, members, providers and customers

Required Education: Associates Degree of equivalent experience

Required Experience: 0-2 years Executive Assistant experience