Executive Assistant

HUMBOLDT-DEL NORTE INDEPENDENT PRACTICE ASSOCIATION • Eureka, CA

21h • $25 - $32

About The Position

The purpose of this position is to provide support to the CEO, COO, and Medical Director by effectively managing their schedules and performing a wide variety of responsible, complex and confidential administrative duties. Duties performed require considerable confidentiality, initiative, tact, and mature and independent judgment. This position requires leadership qualities such as adaptability, flexibility, dependability and accountability. Much of the work is self-appointed, and requires a high degree of professional independence, initiative and self-discipline.

Requirements

• High School Diploma
• 3 or more years administrative assistant or support experience
• Strong working knowledge of Microsoft Office, PowerPoint, Visio, Access and e-mail
• Ability to prioritize projects with strong problem solving skills
• Self-motivated with high attention to detail
• Ability to manage multiple tasks and achieve deadlines under pressure
• Excellent communication skills both written and verbal
• Ability to work as part of a team as well as independently
• Maintain a positive attitude and professional demeanor at all times

Responsibilities

• Administrative Support: Duties include researching, drafting, editing, finalizing, filing, tracking and transmitting various documents, including correspondence, minutes, contracts, reports, and forms, for the CEO, CMO and COO and IPA committees.
• Travel: Arrange travel for CEO, CMO and COO and other parties as needed, paying close attention to all trip details and assisting in issues of travel reimbursement if needed.
• Meetings: Schedules meetings for the Board of Directors, Executive Committee, and Quality Management Administrative Committee, ad hoc committees, all Grant-related meeting, weekly Administrative Group, Medical Management Committee meetings and others as needed. Prepares for meeting by preparing/reserving the meeting room, faxing/mailing agendas, confirming meeting attendance and arranging for food as needed (including traveling to pick up food). Sets up and takes down meeting area. Attends meeting to record minutes. Distributes and archives minutes for permanent record in binders and/or electronic database.
• Boards Of Directors/Executive Committees: In addition to the duties described above under “Meetings” for these committees, Other Board/Exec projects may be assigned by supervisor, such as typing/revising contracts and correspondence, researching various issues, maintaining Board Member and Board Term lists, tracking Board Terms, Annual Meeting and Annual Retreat scheduling/planning, etc.
• Programs/Initiatives/Collaborative: Assist with any program/initiative/collaborative communications – answer questions from providers and office staff, help resolve data issues, coordinate distribution of reports and results. Prepares for meetings by preparing/reserving the meeting room, faxing/mailing/preparing appropriate materials and arranging for food as needed. Sets up and takes down meeting area.
• Contract Tracking: Assist CEO and COO with contract document development and distribution, establish and maintain accurate contract management system to ensure timely renewal and appropriate communication regarding contract status and details. Prompt CEO and COO as needed regarding contracts due for renewal. Coordinate and tally “messenger model” ballots for IPA contracts.
• Facility: Coordinate facility maintenance and building improvement projects, including but not limited to arranging routine fire inspections, replacing heater filters, addressing building access issues, arranging annual carpet and window cleaning, obtaining bids for various repairs and overseeing repairs and improvements.

What This Job Offers

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