Executive Assistant

Avamere Skilled Advisors, LLC d/b/a Avamere Living in; Tigard (OR); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health Insurance

401(k) Plan

Paid Time Off

EAP Canopy with telehealth

Continuing Education Reimbursement

Referral Bonus

Flexible Spending Accounts

Professional Development

Voluntary Benefits

Job summary

Avamere Skilled Advisors, LLC d/b/a Avamere Living in Tigard, OR seeks an Executive Assistant to provide high-level administrative support to senior leadership. Responsibilities include calendar management, travel planning, and preparing presentations and reports while maintaining confidentiality.

The role requires 5+ years of executive support experience, preferred healthcare exposure, and advanced Microsoft Office skills.

Qualifications

• 5+ years experience supporting executive functions.
• Healthcare experience preferred.
• Strong confidentiality and discretion.
• Excellent written and verbal communication.
• Advanced Microsoft Office skills.

Responsibilities

• Manage extensive calendar and travel plans.
• Screen communications and act as leadership representative.
• Coordinate meetings, prepare PowerPoint presentations, and generate reports.
• Arrange on-/off-site meetings and travel with supporting materials.
• Track operational metrics and assist with special projects.
• Handle contract administration and filing.
• Maintain contact database and respond to information requests.
• Ensure confidentiality and operate independently.
• Provide back-up support to other departments.
• Be available during business hours and some off-hours.

Skills

Calendar management

Travel planning

Executive support

Microsoft Office

Communication

HIPAA privacy

Independent work

Education

5+ years experience supporting executive functions

Tools

Microsoft Word

PowerPoint

Excel

Outlook

Job description

Avamere Skilled Advisors, LLC d/b/a Avamere Living

Avamere -7635 SW Durham Road, Tigard, Oregon 97224

The Executive Assistant supports Avamere's executive-level leadership with dedicated executive administration and support of scheduling, travel plan and departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives.

Essential Duties and Job Responsibilities

• Provide leadership with extensive and continuous calendar management, domestic travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
• Act as representative of leadership regarding internal and external relations and correspondences and screening communications.
• Coordination of meetings, creating PowerPoint presentations, coordinating monthly reporting, use of Excel spreadsheets and ordering equipment, etc.
• Arrange on- and off-site meetings, events, appointments & travel for departmental leadership with supporting materials as needed.
• Ensure that executive leadership is informed of priorities, deadlines and challenges. Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval.
• Independently perform special projects that require a combined knowledge of administrative needs and technical operations.
• Complete accurate and detailed leadership department expense reporting and other departmental reports.
• Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.
• Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.
• Track internal and external contacts and maintain contact database.
• Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
• Maintain confidentiality in all aspects of team and company information.
• Operate independently with minimal supervision.
• Provide back-up administrative support to other departments as necessary.
• Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).
• Other duties as required.

Requirements

Education

• 5+ years of experience supporting administrative functions at the executive level

Experience

• Experience working in healthcare preferred
• Ability to thrive in a fast-paced environment and operate with a high sense of urgency
• Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
• Ability to observe strict confidentiality in all aspects of services provided
• Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients
• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds
• Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook
• Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through
• Proven ability to work independently
• Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent initiatives and maintaining one's own workflow
• Demonstrated ability to meet project deadlines
• Ability to anticipate needs, resourcefulness and responsiveness are essential
• Ability to consistently strive for excellence and exercise good judgment.
• Dependability, dedication, and independence
• Understanding of HIPAA and importance of privacy of patient data
• Ability to work well under pressure while maintaining a professional demeanor

Benefits

At Avamere, we believe in taking care of our employees. We offer a comprehensive benefits package that includes:

• Health Insurance: Comprehensive medical, dental, and vision plans. Low individual and family deductible.
• 401 (k) Plan: After 90 days of employment. With matching program.
• Paid Time Off (PTO): Accrue up to 4 weeks of time off, accrued sick leave and 6 holidays
• EAP Canopy with unlimited telehealth mental health visits.
• Continuing Education and Higher Education Reimbursement.
• Generous employee referral bonus program.
• Flexible Spending Accounts & CERA: Medical FSA, Dependent Care FSA and CERA (Commuter Expense Reimbursement Account).
• Professional Development: Opportunities for growth and development within the company.
• Voluntary Benefits: Life insurance, disability coverage, Legal Services, Pet Insurance and more.