Executive Assistant I - MPSO (Full-time Hybrid, North Carolina Based)

Alliance Health•Durham, NC

33d•$23 - $30•Hybrid

About The Position

The Executive Assistant for the Member and Provider Services Operations Division manages administrative functions for the entire division and routinely interacts with Alliance leadership and staff, as well as external customers. The position is primarily remote, with at least two onsite workdays per week at the home office in Morrisville, North Carolina. The role includes division office management, meeting support, general administrative assistance to the organization, and responsibilities related to managing and developing staff. The Executive Assistant may assist in running the division day to day and may represent the COO on committees or in dealings with external organizations.

Requirements

High school degree or equivalent and five years of progressively responsible administrative experience, including two years of administrative or office management experience involving substantial public contact, information gathering, and writing; or an associate degree and three years of related experience.
Thorough knowledge of office management practices.
Knowledge of Microsoft Office products, including Word, Excel, and PowerPoint; Excel and PowerPoint proficiency will be assessed by testing.
Strong verbal and written communication skills.
Skill in organizing workflows and coordinating activities.
Skill in developing presentations, presentation materials, and reports.
Ability to use audiovisual equipment and train others in its use.
Ability to establish and maintain effective working relationships with subordinates, peers, management, and the general public.
Ability to coordinate resources to gather information and independently answer inquiries.
Ability to exercise independent judgment and discretion.
Ability to resolve problems and questions independently.
Ability to plan and coordinate special projects, information systems, and day-to-day operations.
Ability to analyze and interpret policy and procedural guidelines for problem resolution or information purposes.
Ability to prioritize and manage a volume of complex administrative tasks.

Responsibilities

Set work priorities and may assist in running the division on a day-to-day basis.
Resolve problems and conflicts using initiative and judgment to determine approaches and methods.
Order and track division supplies.
Track P-card expenditures, maintain documentation, and prepare and submit monthly reports.
Coordinate with Facilities on workspace and maintenance issues and liaise with vendors as needed.
Arrange travel for division personnel.
Review and route correspondence, and draft, edit, and disseminate letters, memos, and other documents.
Manage calendars and maintain details for the COO and others in the division as assigned.
Research, interpret, and analyze complex policies, procedures, and processes.
Streamline division office procedures and workflows.
Maintain copier/scanner functionality, replace toner, paper, and staples, and contact repair staff when needed.
May represent the COO on committees or in dealings with external organizations.
Arrange meeting logistics, including agendas, documents, technical setup, and invitations.
Prepare and edit presentations; take or transcribe meeting minutes and publish them as required.
Provide general administrative support, including front-desk coverage as requested, answering phones, greeting visitors, handling incoming and outgoing mail, and preparing certified mail, stamps, and labels.
Work with Human Resources and the COO to attract, maintain, and retain a qualified, well-trained workforce.
Ensure staff are trained in and comply with organizational and departmental policies, procedures, and business processes.
Organize workflows and ensure staff understand their roles and responsibilities.
Ensure the team has the tools and resources needed to meet organizational goals and support employees, including compliance with licensure, regulatory, and accreditation requirements.
Promote a positive, diverse, and inclusive working environment that builds trust, and ensure staff are treated with respect and dignity.
Ensure standards are transparent and applied consistently, impartially, and ethically.
Help resolve conflicts and disputes while ensuring all participants are given a voice.
Set performance goals and deadlines aligned with organizational goals and vision.
Communicate feedback, provide ongoing coaching and mentoring, support learning and professional development, and encourage cross-team collaboration and partnership.