Executive Assistant- Administration Operations

Freddie Mac; United States; Remote; USD 60,000 - 80,000; Full time

Job summary

A leading company is seeking an Executive Assistant to coordinate administrative operations and provide support to senior leaders. The role involves managing communications, schedules, and special projects, while ensuring a high level of confidentiality. Ideal candidates will have extensive experience in administrative functions, and the ability to navigate a fast-paced environment effectively.

Qualifications

• Cinq ans d'expérience en soutien administratif pour des cadres supérieurs.
• Expertise en gestion de calendrier et communication discrète.

Responsibilities

• Coordonne les opérations administratives et soutient directement les dirigeants.
• Maintient les calendriers, gère les demandes et veille à la confidentialité.

Skills

Organizational Skills

Communication

Confidentiality

PC Skills

Education

Associate's Degree in business management

Bachelor's degree (preferred)

Job description

Job Description

This position coordinates administrative operations and provides direct administrative support to the department and senior leaders. Performs communication and follow-up, and may represent the leader in dealings with employees and others. Prepares, researches, edits, and formats correspondence, reports, and presentations. May oversee special programs or board committees of significant importance to the District and/or the department. The executive assistant provides support discreetly and with a high degree of confidentiality.

Essential Functions:

1. Receives, prioritizes, and directs all incoming correspondence and requests. Responds to concerns and inquiries from the public, personnel, and outside agencies; resolves issues or directs them to appropriate entities.
2. Coordinates office management functions with other administrative assistants to ensure smooth day-to-day operations of the Executive Suite.
3. Maintains, organizes, and coordinates detailed calendars for the supported officer and office activities such as staff schedules, travel, meetings, appointments, deadlines, and project schedules. Manages department meeting calendars and other assigned meetings.
4. Acts as liaison with the Board of Directors committees, internal departments, and outside organizations, gathering and relaying information as needed. Maintains confidentiality regarding all communications.
5. Processes invoices and purchase requisitions, ensuring appropriate approvals and cost center attribution.
6. Prepares and formats accurate reports and presentations, such as budget performance reports, organizational charts, work tables, and records; distributes them to appropriate entities.
7. Coordinates procurement of office supplies and materials. Researches and acquires vendor proposals when directed.
8. Processes purchasing card receipts and end-of-month documentation with signatures, sending them to finance.
9. Screens and manages the proper chain of command and signature authority levels on documents. Reviews forms, records, charts, and budgets for accuracy and completeness; makes adjustments as needed.
10. Utilizes various computer applications to create, maintain, and update department records, reports, charts, claims, and files, including word processing, spreadsheets, and presentation software.
11. Operates office equipment such as copiers, fax machines, telephones, recording equipment, binders, calculators, computers, and printers.
12. Maintains and updates the department filing system (electronic and paper), including retrieving files, reports, and charts. Coordinates review and updating of department policies and procedures.
13. Assists other employees by relaying instructions, coordinating workflow, and requesting information as needed.
14. Processes, sorts, and distributes incoming and outgoing mail.
15. Distributes communications related to policies, procedures, directories, mailing lists, and department lists.
16. Completes special projects and performs related duties as assigned.

Qualifications

Education:

• Associate's Degree in business management, communications, or related field required. Bachelor's degree preferred.

Experience:

• Five (5) years of experience performing advanced administrative functions supporting senior executives. Experience supporting high-level management required.
• Experience supporting executive roles in governmental or healthcare settings preferred.
• Demonstrates expert-level PC, organizational, and administrative skills for advanced support functions.
• Knowledge of public or health administration, medical, and legal terminology is highly desirable.

About Us

The Health Care District of Palm Beach County is an independent special taxing district serving as a healthcare safety net for over 36 years. It covers the entire county, providing services such as community health centers, school health teams, Trauma Hawk helicopter program, Lakeside Medical Center, skilled nursing, ambulance services, and trauma system initiatives.

We are proud to be an Equal Opportunity Employer and Drug-Free Workplace. We embrace diversity and do not discriminate based on race, religion, color, national origin, gender, sexual orientation, gender identity, age, veteran status, disability, or other protected characteristics.