Executive Administrative Assistant

Vaya Health • Asheville, NC

1d • Hybrid

About The Position

The Executive Administrative Assistant provides complex administrative support to the Chief of Staff and Clerk to the Board, as well as the Board and Executive Support and Executive Leadership departments. The role exercises independent judgment and discretion, serves as a liaison between internal and external stakeholders, and handles communications and tasks requiring confidentiality. It supports meetings, conferences, events, travel, records, contracts, and administrative projects. The position is Asheville-based and requires working in person in the office three days per week, with extensive travel to support operations within North Carolina. The position is non-exempt and eligible for overtime compensation. Salary depends on the candidate’s qualifications and experience.

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 progressively responsible relevant experience; or completion of a four-year college or university program, preferably with a business administration, public administration, or related emphasis; or an equivalent combination of education and experience.
• Required NC Notary Licensure.
• Strong knowledge and proficiency in PDF editing software and Microsoft Office, particularly Word, Excel, and PowerPoint; ability to format and manipulate documents for printing, presentation, and distribution.
• Excellent oral and written communication skills, including strong English grammar, punctuation, and spelling, and the ability to prepare accurate minutes, reports, correspondence, presentations, and other materials.
• Excellent time management, organizational, and multitasking skills, including the ability to manage competing priorities and complex calendars and schedules.
• Strong attention to detail, precision, and accuracy.
• Ability to work independently with little or no direction, demonstrate initiative, and complete tasks promptly and accurately.
• Flexibility in unfamiliar situations and ability to collaborate and build working relationships with people at all levels and from varied backgrounds.
• Ability to maintain the confidentiality of sensitive information in accordance with applicable laws, policies, and rules.
• Thorough knowledge of standard office practices, procedures, office assistance techniques, and recordkeeping practices; ability to understand and follow written procedures.
• Thorough knowledge of standard office equipment, including printers, scanners, and fax machines.
• Ability to drive and sit for extended periods, including in rural areas.
• Unquestionable personal code of ethics, integrity, diversity, and trust.

Nice To Haves

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

Responsibilities

• Provide moderate to complex administrative support, including drafting correspondence, scheduling and coordinating meetings, preparing reports, graphs, and presentations, and maintaining electronic and hard-copy files and calendars.
• Arrange employee, executive, and Board member travel; plan logistics; process expense reimbursements; and reconcile credit card transactions according to applicable policies and procedures.
• Proofread and format correspondence and other written documents for accuracy, spelling, grammar, and punctuation, and communicate clearly and professionally.
• Coordinate team and department meetings, staff events, trainings, and conferences, including drafting agendas, taking minutes, and managing 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 contracts and documents into management software, reviewing contracts for renewals, and tracking deadlines.
• Assist with training and conference registrations and related travel, hotel, meeting-space, and other logistics.
• Coordinate conference-room and travel-office reservations across the organization and resolve double bookings or scheduling conflicts.
• Prepare documents, presentations, and other materials 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, documents, and receipts.
• Perform other administrative tasks and special projects as requested.
• Support the Clerk to the Board and the Vaya Partners Board of Directors, County Commissioner Advisory Board, and committee meetings as necessary.
• 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-meeting arrangements.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED