Administrative Assistant II

Western Growers Family of Companies•Irvine, CA

4d•$46,669 - $60,669

About The Position

The Administrative Assistant position, reporting to the Vice President, Sales (CCSB), is a multifaceted role that encompasses providing administrative services to the Vice President of Sales (CCSB), and project support to the Chief Operating Officer (COO), the Science team, and the Covered California for Small Business (CCSB) department. This role is pivotal in acting as the primary point of contact for matters related to CCSB and managing advanced administrative duties. Furthermore, this position will also provide crucial support to the Chief Operating Officer (COO) with special initiatives and distinct projects. This includes serving as a backup for the COO’s Executive Assistant, enhancing the COO's daily operational efficiency, and working closely with the COO’s Executive Assistant to coordinate their duties. Additionally, the role extends support to the Science team, by handling organizational and administrative tasks. This involves playing a critical role in scheduling, organizing, and follow-up activities for the Science team and its external partners.

Requirements

Intermediate to advanced computer experience with Word, Excel and Outlook and the ability to develop a proficiency working with a proprietary Health Care system.
Excellent verbal and written communication skills with demonstrated ability to conduct research and present complex information in an understandable and engaging manner.
Experience providing Customer Service to a variety of internal and external contacts in person and via email and telephone.
Competency to create and maintain project schedules.
Superior organization skills, attention to detail with high degree of accuracy, and the ability to work independently exercising judgement.
Ability to learn complex business processes and appropriately apply this knowledge to make correct decisions.
The skills to work independently with minimal supervision and in a team environment.
Strong aptitude to analyze and document complex business processes, while maintaining confidentiality.
General knowledge of health insurance operations and industry.
Internet access provided by a cable or fiber provider with 40 MB download and 10 MB upload speeds.
Home router with wired Ethernet (wireless connections and hotspots are not permitted).
A designated room for your office or steps taken to protect company information.
A functioning smoke detector, fire extinguisher, and first aid kit on site.

Nice To Haves

Possession of a B.A. / B.S. in business, communications, marketing, or a related field preferred and a minimum of four years’ experience in an executive level administrative role, preferred.

Responsibilities

Support assigned executive(s)ensuring their calendar is properly managed and executive is in attendance and properly prepared for all meetings.
Compile and prepare Vice President, Sales monthly expense report for review and approval, as well as review of his/her direct reports’ expenses within the expense reporting deadlines and documented in the current year Expense Reporting Calendar.
Coordinate internal meetings and conference calls with internal staff as well as external meetings with clients, vendors, and prospective business partners.
Maintain all documentation, both print and electronically for vendor-related contracts, amendments, and meeting minutes.
Gather, summarize, and analyze information, statistical data, and surveys in order to prepare special reports and summaries that are pertinent to the department and Vice President, Sales. Utilize judgment and creativity to develop computer presentations and training materials, coordinate and/or compile, enter, maintain, and disseminate information into and/or out of databases.
Order supplies as requested and distribute upon receipt.
Assist Executive in overseeing employees in the absence of his or her direct management or supervision.
Act as delegate for the Vice President in the review and approval of his/her direct reports’ time sheets in the company’s online payroll service system.
Act as liaison to internal and external staff and clients for improved communication and collaboration, amongst the assigned departments.
Assist with various special projects, research initiatives, and presentations.
Implement and maintain effective filing systems for easy retrieval of information.
Collaborate with other members of the executive team to support company-wide initiatives.
Work in conjunction with managers and assist with scheduling travel and meetings.
Process and audit check requests and invoice submission; complete registration, sponsorship and exhibitor applications and documentation of industry related conferences, seminars and symposiums for the Vice President, Sales, CCSB Management and CCSB Sales staff.
Coordinate project meetings, resources, equipment, and information for managers.
Facilitate in the onboarding process of new hires.
Prepare and compile bi-weekly commission workbook in a timely manner for review and approval by the Vice President, Sales, and the President of Pinnacle Claims Management; distribute individual commission summary sheets to the appropriate Sales staff upon approval of commission workbook.
Work in partnership with the Business Analyst to produce sales numbers achieved for each Sales rep and utilize Salesforce to compile sales activity achieved for each Sales rep.
Responsible for tracking all action items within the department to ensure no deadlines are missed among direct reports.
Update and maintain department job descriptions, sales territory maps, CCSB Sales Team Directory and CCSB Sales/Eligibility organizational charts and CA state team license and renewal data.
Support the Vice President, Sales, and the Business Analyst to prepare documentation, as needed, for CCSB state audits that may occur throughout the year.
Utilize all capabilities to satisfy one mission — to enhance the competitiveness and profitability of our members. Do everything possible to help members succeed by being curious and striving to understand what others are trying to achieve, planning and executing work in a helpful and collaborative manner, being willing to adjust efforts to ensure that work and attitude are helpful to others, being self-accountable, creating positive impact, and being diligent in delivering results.
Maintain internet speed of 40 MB download and 10 MB upload and router with wired Ethernet.
Maintain a HIPAA-compliant workstation and utilize appropriate security techniques to ensure HIPAA-required protection of all confidential/protected client data.
Maintain and service safety equipment (e.g., smoke detector, fire extinguisher, first aid kit).
Maintain a clean DMV record and the ability to travel to locations throughout the US (mainly California and Arizona) up to 5% of the time
Maintain a HIPAA compliant workstation and utilize appropriate security techniques to ensure HIPAA required protection of all confidential/protected client and enrollee data.
Other duties as assigned