Executive Assistant I - MPSO (Full-time Hybrid, North Carolina Based)

Alliance Health

Morrisville (NC)

Hybrid

USD 32,000 - 41,000

Full time

2 days ago

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Benefits offered by this job

Medical, Dental, Vision, Life, Long /

Long Term Disability

Retirement Savings Plan

Hybrid/Remote options

Paid time off: vacation, sick, holiday

Job summary

Alliance Health seeks an Executive Assistant for the Member and Provider Services Operations Division. This role manages division-wide administrative functions, interacts with leadership and staff, and supports external customers.

The position offers a primarily remote schedule with at least two days onsite at the Morrisville, NC home office.

Qualifications

5 years of progressively responsible administrative experience, including 2 years in office management with substantial public contact and writing experience.
Alternative: Associate’s degree with 3 years of related experience.

Responsibilities

Set work priorities for the division.
Order and track supplies for the Division.
Manage calendars and travel arrangements.
Draft, edit, and disseminate letters, memos, and other documents.
Liaise with Facilities and vendors as needed.
Coordinate meeting logistics and prepare materials.
Represent the COO on committees or in external dealings.
Answer phones and assist at Front Desk as needed.
Develop staff, provide coaching, and promote a positive work environment.

Skills

Office management

Microsoft Office

Communication skills

Organization

Presentation skills

Staff training

Relationship building

Independent judgment

Problem solving

Project coordination

Policy interpretation

Education

High School degree or equivalent

Associate’s degree

Tools

Word

Excel

PowerPoint

Job description

The Executive Assistant for the Member and Provider Services Operations Division is delegated responsibility for managing the administrative functions for the entire division and interacts routinely with all levels of Alliance leadership and staff, as well as external customers.

This position will allow the successful candidate to work a primarily remote schedule. A minimum of two days a week working onsite at the home office (Morrisville, North Carolina) is required.

Responsibilities & Duties

Division Office Management

Set work priorities
May assist in running the division on a day-to-day basis
Resolve problems and conflicts using initiative and judgment in determining approach and methods
Order and track supplies for the Division
Track P card expenditures, maintain documentation, and prepare and submit monthly report
Liaise with Facilities department on work space and maintenance issues
Liaise with vendors as needed
Make travel arrangements for Division personnel
Review and route correspondence to appropriate individuals for preparation of replies
Draft, edit, and disseminate letters, memos, and other documents
Manage calendars
Manage and maintain details for the COO and others in the division as assigned.
Conduct research, interpret, and analyze a variety of complex and varied policies, procedures, and processes.
Streamline division office procedures and workflows
Maintain functionality of copier/scanner. Replace toner, paper, staples, contact appropriate repair staff for to fix problems with copier.
May serve as staff assistant by representing the COO on various committees or represent the COO in dealings with external organizations

Meeting Support

Arrange meeting logistics, including agenda preparations, documents, technical set up and invitations
Prepare and edit presentations
Take/transcribe minutes and publish as required

General administrative support for the Organization

Assist at Front Desk as requested. Answer phones, greet visitors, handle incoming and outgoing mail, prepare certified mail, print stamps and labels

Manage and Develop Staff

Work with Human Resources and the COO to attract, maintain, and retain a highly qualified and well-trained workforce
Ensure staff are well trained in and comply with all organization and department policies, procedures, and business processes
Organize workflows and ensure staff understand their roles and responsibilities
Ensure the team has the needed tools and resources to achieve organizational goals and to support employees and ensure compliance with licensure, regulatory, and accreditation requirements
Actively establish and promote a positive, diverse, and inclusive working environment that builds trust
Ensure all staff are treated with respect and dignity
Ensure standards are transparent and applied consistently, impartially, and ethically over time and across all staff members
Work to resolve conflicts and disputes, ensuring that all participants are given a voice
Set goals for performance and deadlines in line with organization goals and vision
Effectively communicate feedback and provide ongoing coaching and mentoring to staff and support a learning environment to advance team skills and professional development
Cultivate and encourage efforts to expand cross-team collaboration and partnership

Minimum Requirements

Education & Experience

High School degree or equivalent and five (5) years of progressively responsible administrative experience including two (2) years of administrative or office management experience involving substantial public contact, information gathering, and writing experience; or Associate’s degree and three (3) years of related experience;

Knowledge, Skills, & Abilities

Thorough knowledge of office management practices.
Knowledge of Microsoft Office products; Word, Excel, PowerPoint (A MS Excel and PowerPoint test will be administered to assess candidates' level of proficiency).
Skill in communicating, both verbally and in writing.
Skill in organizing workflow and coordinating activities.
Skill in developing presentations, presentation materials, and reports.
Ability to use audiovisual equipment and to train others in its use.
Ability to establish and maintain effective working relationships with subordinates, peers, management, and the general public.
Ability to coordinate a variety of resources in gathering information and independently answering inquiries.
Ability to exercise independent judgement and discretion.
Ability to resolve problems and questions independently.
Ability to plan and coordinate special projects, information systems, and day-to-day operations
Ability to analyze and interpret a variety of policy and procedural guidelines for problem resolution and/or information purposes;
Ability to prioritize and manage a volume of complex administrative tasks.