Administration - Executive Administrative Assistant 120-1001

CommunityCare HMO Inc.; Tulsa (OK); On-site; USD 42,000 - 64,000; Full time

Job summary

CommunityCare HMO Inc. is seeking an Executive Assistant to provide comprehensive support to the organization's top executives.

The role includes scheduling, travel arrangements, meeting preparation, and report compilation, while handling confidential correspondence and records with discretion. The position requires strong communication skills, extensive proficiency with Microsoft Word and Office, and proven experience supporting executives in a fast-paced environment.

Qualifications

• Excellent oral and written communication skills and ability to maintain confidential files.
• Five years of clerical/office administration experience, with at least 4 years supporting executives.
• Ability to interact across levels with professionalism and discretion.

Responsibilities

• Schedules, coordinates and organizes executive meetings.
• Transcribes and prepares correspondence, reports, mins, and presentations.
• Maintains confidential information and records for executives.
• Receives and screens calls for Executive Level Officers.
• Coordinates travel arrangements for company personnel.
• Supports department operations and office supplies; assists committees with planning events.

Skills

Oral and written communication

Discretion and professionalism

Multitasking and organization

Education

High School diploma

College degree or equivalent experience preferred

Tools

Microsoft Word

Microsoft Office

Graphics software

Scheduling software

Job description

Job Summary

Responsible for providing assistance to Executive Level Officer(s) on all scheduling, travel arrangements, meeting preparation, report compilations and special projects. Provides administrative support including all private correspondence and maintaining confidential files and records for Executive Level Officer(s).

Job Summary

Responsible for providing assistance to Executive Level Officer(s) on all scheduling, travel arrangements, meeting preparation, report compilations and special projects. Provides administrative support including all private correspondence and maintaining confidential files and records for Executive Level Officer(s).

Key Responsibilities

• Schedules, coordinates and organizes various meetings for Executive Level Officer(s).
• Transcribes and prepares correspondence, memorandums, reports, meeting minutes and audiovisual presentations using Microsoft Word, and graphics software/equipment.
• Organizes, compiles, distributes, and maintains various types of confidential information, materials, and reports required for management review.
• Receives, screens and telephone calls contact for Executive Level Officer(s) as necessary.
• Coordinates all travel arrangements for company personnel.
• Performs other duties including maintaining department office supplies; training, relief for main switchboard; assisting various committees in planning and organizing employee activities; and maintaining and distributing materials.
• Communication and interpersonal skills need to represent CommunityCare’s brand and image.
• Performs other duties as required.

Qualifications

• Proficiency in the use of personal computers, Microsoft Office, especially Word, graphics and scheduling software.
• Must have excellent oral and written communication skills including ability to keep accurate minutes of meetings.
• Ability to establish and maintain effective working relationship with individuals at all levels of the company, including outside executives or disgruntled customers.
• Successful completion of Health Care Sanctions background check.
• Successful completion of Department of Insurance background check.
• Ability to converse and write fluently in English.

Education/Experience

• High School diploma required. College degree or equivalent experience preferred.
• Minimum five years related clerical/office administration experience with at least 4 years working for Executive Level Officer individual preferred.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to interact with multiple levels of management with professionalism and discretion while maintaining confidentiality.
• Project management skills preferred.

CommunityCare is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin