Executive Administrative Assistant

Vaya Health•Asheville, NC

9d•$46,302 - $60,193•Hybrid

About The Position

The Executive Administrative Assistant reports to the Chief of Staff and Clerk to the Board. The role provides complex administrative support, exercises independent judgment and discretion, and serves as a liaison between internal and external stakeholders while handling sensitive communications and tasks confidentially. It supports the Board, Executive Support, and Executive Leadership departments, as well as conferences, events, and internal and external meetings. The position is based in Asheville, North Carolina, with an expectation of working in the office three days per week and extensive travel to support operations within North Carolina. Responsibilities include preparing correspondence, reports, graphs, presentations, and meeting materials; managing calendars, electronic and hard-copy files, room reservations, and scheduling conflicts; arranging travel and processing expenses; coordinating meetings, events, trainings, and conferences; handling purchase requisitions, invoices, budget tracking, and contract administration; and maintaining documentation in Vaya electronic storage platforms. The role also provides support to the Clerk to the Board, the Vaya Partners Board of Directors, the County Commissioner Advisory Board, and committees, and serves as primary recorder for the Regulatory Compliance and Quality Committee. The position requires strong communication, organization, time-management, and Microsoft Office skills, attention to detail, discretion, and the ability to work independently and manage competing priorities. The role is non-exempt and eligible for overtime compensation. Salary depends on the candidate’s qualifications and experience. Applications are accepted until the position is filled.

Requirements

Completion of high school or equivalent and four to five years of progressively responsible secretarial, clerical, administrative, or office-management experience; or completion of a two-year secretarial science or business administration program and two years of such experience; or completion of a four-year college or university program, preferably emphasizing business administration, public administration, or a related field; or an equivalent combination of education and experience.
Strong proficiency with PDF editing software and Microsoft Office, particularly Word, Excel, and PowerPoint, including formatting documents for printing, presentation, and distribution.
Excellent oral and written communication skills, including strong English grammar, punctuation, and spelling.
Ability to compose accurate minutes, reports, correspondence, presentations, and other materials.
Excellent time management and organizational skills, including the ability to multitask and manage competing priorities.
Strong attention to detail and precision and accuracy in all tasks.
Ability to manage complex calendars and scheduling and coordinate events.
Ability to work independently with little or no direction, demonstrate initiative, and function as a self-starter.
Ability to complete tasks accurately and on time and adapt to unfamiliar situations.
Ability to collaborate and build working relationships with people at all levels and with varied backgrounds, internally and externally.
Ability to maintain confidentiality of sensitive information in accordance with applicable laws, policies, and rules.
Thorough knowledge of standard office practices, procedures, office-assistance techniques, and record-keeping practices; ability to understand and follow written procedures.
Thorough knowledge of standard office equipment, including printers, scanners, and fax machines.
Unquestionable personal ethics, integrity, diversity, and trust.

Nice To Haves

Three or more years of office assistant or secretarial experience.
One to two years of experience in a related position demonstrating customer-service and inventory-control and fulfillment skills.
Familiarity with SharePoint, PolicyTech, and Navex products, including EthicsPoint.
Strong working knowledge of HIPAA privacy rules and familiarity with HIPAA security rules as they pertain to Vaya.
North Carolina Notary licensure.

Responsibilities

Provide moderate to complex administrative support, exercising independent judgment and discretion.
Draft correspondence and prepare reports, graphs, presentations, and other materials; proofread and format documents for accuracy and professionalism.
Schedule and coordinate meetings, manage electronic calendars and files, and maintain hard-copy files.
Arrange employee, executive, and Board member travel, including airfare, registration, hotels, and ground transportation; process expense reimbursements and reconcile credit-card expenses according to applicable policies.
Coordinate team and department meetings, staff events, trainings, and conferences, including agendas, minutes, locations, setup and breakdown, equipment, technology, refreshments, catering, and supplies.
Create purchase requisitions, route invoices and supporting information for processing, and assist with team or department budget tracking.
Provide administrative assistance with contracts, including vendor communications, entering documents into management software, reviewing renewals, and tracking deadlines.
Assist with training and conference registrations and related travel and meeting logistics.
Coordinate conference-room and travel-office reservations across the organization and resolve double bookings or scheduling conflicts.
Prepare documents and presentations using PowerPoint, Excel, and Word; perform printing, copying, faxing, and shredding as needed.
Maintain and organize documentation in Vaya electronic storage platforms, including indexes, reports, documentation, and receipts.
Support the Clerk to the Board, the Vaya Partners Board of Directors, the County Commissioner Advisory Board, and committee meetings as needed.
Serve as primary recorder for the Regulatory Compliance and Quality Committee.
Coordinate Board and committee meeting logistics, including invitations, locations, room setup, refreshments, catering, and virtual meetings.
Perform other administrative tasks and special projects as requested.