Executive Assistant

HealthNet Aeromedical Services, Inc.; Charleston (WV); On-site; USD 52,000 - 66,000; Full time

Benefits offered by this job

Medical, dental, vision

Life insurance

AD&D coverage

Employee wellness program

Job summary

HealthNet Aeromedical Services, Inc. is seeking an Executive Assistant to support the President/CEO and senior leadership, ensuring smooth operations of the corporate office in Charleston, WV.

The role requires discretion, calendar management, travel planning, and timely handling of confidential information. Responsibilities include coordinating meetings, preparing documents and minutes, coordinating board materials, and acting as a liaison with internal teams and external partners.

Qualifications

• Minimum of a certificate or associate degree in business operations or related field.
• Preferred bachelor's degree in business operations or related field.
• Three years of position-related experience in a corporate environment.
• Proficiency with Microsoft Office suite.

Responsibilities

• Manages and ensures timely administrative functions for executive leaders.
• Manages schedule for executive leaders.
• Maintains calendar of events for HealthNet corporate activities and administrative deadlines.
• Manages travel for executive leaders and other staff members.
• Coordinates / schedules on-site and off-site corporate meetings and training events.
• Assists with preparation and distribution of documents and meeting minutes for meetings of the Board of Directors, leadership team, and other committees.

Skills

Executive support experience

Discretion and confidentiality

Calendar management

Travel coordination

Education

Certificate or associate degree in business operations or related field

Bachelor’s degree in business operations or related field

Tools

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant

Regular Full Time Clerical Charleston, WV, US

3 days ago Requisition ID: 1262

HealthNet Aeromedical Services is guided by a clear mission, vision, and set of values that shape every aspect of our program. Our mission centers on delivering compassionate, high‑quality care with an unwavering commitment to operational safety. We strive toward a vision of being the premier provider of critical care transport, grounded in core values that define who we are: a culture of safety, a dedication to exceptional quality, a spirit of service to patients and partners, and a belief in the power of education to elevate care. These principles drive our team each day as we serve communities across the region.

Mission:

HealthNet Aeromedical Services is committed to providing compassionate, high-quality care to our patients. Operational safety is our first priority and the focus of every aspect of our endeavors.

Vision:

To be the premier provider of critical care transport services.

Values:

• Safety – We value safety above all. Safety is our culture and is evident in every aspect of our operation.
• Quality – We value providing the highest quality care, delivered with concern and compassion, to those entrusted to us. We are driven to continually assess and improve all components of our operation.
• Service – We value serving our patients and other healthcare/public safety professionals. We are committed to exceeding the expectations of those whom we serve.
• Education – We value the delivery of high-quality educational programs that result in exceptional patient care.

History:

HealthNet Aeromedical Services, Inc. is a not-for-profit shared service of Marshall Health Network, Vandalia Health, and WVU Medicine.

In 1986, a group of West Virginia healthcare leaders met and created a vision for a safe, high-quality, technologically advanced not-for-profit critical care transport system. From that vision, HealthNet Aeromedical Services was born. From humble beginnings with two medical helicopters, HealthNet Aeromedical Services has grown into a nationally recognized industry leader with aircraft flying from eight strategically located flight bases.

Partnering with HealthNet,HealthTeam Critical Care Transport, LLC. operates nearly 50 ambulances from nine ground base locations across the state.Highly trained flight and ground crews perform more than 35,000 transports every year. HealthNet Aeromedical Services can look back with pride on 40 years of service to Central Appalachia and beyond.

What makes HealthNet Aeromedical Services an employer of choice?

• CAMTS accredited since 1995
• AAMS Program of the Year 2019
• Full Flight Academy training program
• Only air medical service in WV completing ECMO transports, isolette transports, finger thoracostomies, and having the ability to accept family members alongside our patients
• Top of the line equipment
  • Zoll X Series, Hamilton T1 ventilators, Sapphire IV infusion pumps, Video Laryngoscopy, Butterfly Ultrasound devices for HealthNet transport.
  • Stryker Power-LOAD system and all-wheel or four-wheel drive capability for the entire HealthTeam fleet
• Nationally recognized Safety Department
• In-house Education Department, providing clinicians who serve our patients with extensive and continuous training
• In-house Human Resources team providing support with an award-winning Employee Wellness Program and full complement of benefits for full-time employees including premium-free options for Medical, Dental, Vision, Life Insurance & Accidental Death and Dismemberment coverage

Executive Assistant

Position Classification:
Exempt

Position Reports To:
President/CEO, Executive VP/CFO, COO

Position Overview:

The Executive Assistant is responsible for the effective and efficient operation of the HealthNet Aeromedical Services, Inc. administrative office. The incumbent completes daily tasks in support of the Executive leadership team and other members of the leadership team as required. The Executive Assistant attends meetings involving and is otherwise exposed to high-level, sensitive and confidential matters and is entrusted with the responsibility to maintain strict confidentiality and professional discretion.

Minimum Required Educational Level:

Completion of an accredited certificate or associate degree in business operations or related field

Preferred Educational Level:

Completion of an accredited bachelor’s degree in business operations or related field

Required Previous Experience:

Three years of position-related experience in a corporate environment

Proficiency with Microsoft Office suite

Preferred Previous Experience:

Four or more years of experience supporting executive leaders in a fast-paced corporate environment

Required Certifications and/or Registrations:

N/A

Post-Hire Training, Certifications, Licenses and/or Registrations:

N/A

Environmental and Mechanical Considerations:

This is a fully onsite position. The Executive Assistant generally conducts his/her activities in a controlled, office environment. Limited exposure to electrical and mechanical hazards may exist in this environment. Occasional travel to remote helicopter and ambulance bases may be required in support of organizational activities. During these visits the incumbent may be exposed to loud noises and operating mechanical equipment.

Physical Demands:

• Ability to lift, push, pull and transfer boxes and/or equipment up to twenty‑four pounds
• Ability to twist upper body while moving boxes and/or equipment
• Ability to stand, walk, climb, balance, reach, stoop, bend and crouch for extended time periods
• Ability to smell and identify odors
• Ability to use close, distant and peripheral vision, depth perception, and visual focus
• Ability to clearly hear and interpret voice and to engage in telephone communication

Post-Hire/On-Going Personal Assessments:

Randomized and specific need drug and alcohol usage testing

Position Specific Accountabilities :

• Manages and ensures timely administrative functions for executive leaders.
• Manages schedule for executive leaders.
• Maintains calendar of events for HealthNet corporate activities and administrative deadlines.
• Manages travel for executive leaders and other staff members.
• Maintains receipts for President/CEO and reconciles administrative office credit card statements.
• Coordinates / schedules on‑site and off‑site corporate meetings and training events and manages use of meeting rooms in the administrative office.
• Manages regional and national conference arrangements and expense reporting for members of the leadership team.
• Assists with preparation and distribution of documents and meeting minutes for meetings of the Board of Directors, leadership team, and other committees.
• Manages clerical aspect of national accreditation and state licensure processes, including coordination of workflow leading to the successful completion of all requirements.
• As required, serves as liaison between HealthNet Aeromedical Services and individuals/organizations requesting documents (ex. WV Office of EMS).
• As required, serves as liaison between HealthNet Aeromedical Services and contracted service providers.
• Serves as point of contact for rental car agency.
• Maintains physical keys within administration building.
• Serves as liaison for building needs including, but not limited to housekeeping services, ordering furniture and supplies, scheduling repairs to existing equipment or systems, scheduling replacement of equipment, scheduling landscaping service, and communicating with pest control services.
• Collaborates with information technology personnel to manage office I/T needs.
• Maintains required postings (ex. business licenses, etc.)
• As needed, assists leaders with employee lodging needs for trainings, etc. and/or rental cars for off‑site obligations.
• Answers telephones, routes calls, accurately takes messages and routes messages to the appropriate individual and provides general organizational information to callers. Maintains coverage schedule for all those participating in this function.
• As requested, participates in other company projects as assigned (ex. employee recognition tracking, employee satisfaction survey result management, etc.)
• Conducts other tasks traditionally assigned to an office manager and completes other duties as assigned by executive leadership team.

Company Accountabilities, Expectations, and Competencies:

Maintains a clean, neat, professional workspace

Follows standards developed by appropriate governmental bodies

Remains available and willing to work beyond the end of scheduled shift or on unscheduled days and at any HealthNet Aeromedical Services location as required for efficient organizational operation and growth

Values educational programs offered by the organization and strives to make personal education a priority. Takes ownership of educational expectations and demonstrates engagement in classes. Takes initiative in downtime to practice skills and takes initiative to seek out learning opportunities to grow beyond current role

Provides the highest quality service, delivered with concern and compassion. Constantly assessing and working to improve all components within scope of position and job function. Accepts responsibility for own actions; doesn't place blame on others. Welcomes constructive feedback. Does quality work and completes duties timely without working around defined processes. Is committed to the wise use of company resources and strives to reduce waste or re‑work

Values safety above all. Recognizes that safety is our company culture and demonstrates commitment to safety in every aspect of work. Addresses any safety hazards and if unable personally to correct, reports immediately and takes efforts to protect others from the hazard. Consistently demonstrates safe work practices designed to avoid injury and reduce exposure to illness, and demonstrates teamwork in promoting a safe, secure, and accident‑free environment

Serves our patients, customers, and other healthcare and public safety professionals. Consistently exceeds expectations of those we serve. Anticipates needs and is proactive in dealing with concerns with courtesy and an appropriate sense of urgency. Identifies opportunities to improve our responsiveness to those we serve

Within the scope of his/her qualifications and experience, performs other duties as assigned

Performance Evaluation Schedule:

Annually, according to job family schedule