Responsible for directly assisting the CEO in daily administrative functions, to include:
Outlook calendar management as requested.
Schedules appointments and coordinates meetings as needed.
Answers and screens routine and non-routine telephone calls, questions or requests and mail to minimize interruptions for the CEO, and takes messages or directs them to other members of the ELT/Management Team as appropriate.
Assists or prepares written and email correspondence, memos, charts, tables, graphs, etc.
Proofreads copy for spelling, grammar and layout.
Makes appropriate changes to ensure accuracy and clarity of final copy.
Completes and submits check requests as needed.
Scanning, faxing and filing as requested
Interacts with a diverse group of internal and external callers and visitors.
Demonstrates superior customer services skills, including but not limited to:
Communicates in a courteous, respectful, cooperative and mature manner both in-person and over the telephone.
Answers telephone, responds to messages/inquiries and routes calls in a timely and polite manner.
Greets external visitors for the CEO and assists to meeting rooms.
Handles confidential, routine and non-routine information with tact and professionalism.
Organizes and prioritizes large volumes of information and calls.
Schedules/Arranges and minutes regular monthly and ad hoc meetings and trainings for the organization's BODs and its Sub-Committees; to include, issuing pre-meeting materials, assuring quorum, securing meeting space, and arranging equipment needs and catering as appropriate, etc.
Schedules/Arranges and minutes various organizational meetings as necessary, and distributes meeting materials as appropriate (i.e. ELT Meetings, Quarterly Provider/CPI/Rx P&T Meetings).
Maintains various paper and electronic manuals.
Secures travel arrangements for the CEO; to include, flight, hotel and conference registrations.
Assists in the preparation of applications for federal grants, FTCA malpractice coverage, Operational Site Visits, and the annual OMB Circular A-133 financial audit.
Secures travel arrangements for BOD members, ELT or other employees attending conferences or trainings, as requested by CEO.
Manages the Outlook calendar for conference rooms, as necessary.
Provides coverage for the ELT in the absence of the Administrative Assistant, as needed and appropriate.
Participates in meetings and trainings, as required.
Assists with various research projects and/or special projects.
Supervises assigned administrative support team members.
Facilitates time and attendance tracking to include requests for Paid Time Off and minimizing overtime.
Oversees hiring, orientation, and training and development.
Provides coaching and counseling utilizing the approved performance feedback tools and methods of Tandem Health.
Other duties as assigned by the CEO.
Qualifications:
An Associate's Degree in Business or other related field and four years of related work experience, or a similar combination of education and/or work experience.
Supervisory experience strongly preferred.
Knowledge, Skills and Abilities:
Proficiency Office 365, especially Outlook, Word, PowerPoint and Excel.
Proficiency in Adobe to create advanced PDF documents.
Ability to learn software applications.
High level of interpersonal skills to handle sensitive and confidential situations.
Ability to operate standard office equipment.
Knowledge of office administration procedures.
Ability to communicate professionally, verbally and in writing.
Excellent spelling, grammar and writing skills.
Exceptional attention to detail in composing, typing and proofreading materials. Proficiency in documenting meeting minutes clearly and accurately.
Excellent telephone etiquette.
Ability to maintain a high level of confidentiality.
Ability to understand and establish priorities, and meet deadlines.
To learn more about Tandem Health and our benefits, please click the links below.
