Executive Assistant Operations

InVision Human Services; Wexford (Allegheny County); On-site; USD 60,000 - 85,000; Full time

Job summary

InVision Human Services seeks an experienced Administrative Assistant to provide executive support to the COO, VP of Operations, and VP of Health Services. The role requires handling highly confidential matters, coordinating schedules, and liaising with internal teams and external partners to advance strategic objectives.

The position emphasizes independent judgment, organization, and professional communication, with periodic travel to regional sites as needed to maintain operational efficiency.

Qualifications

• Bachelor’s degree from an accredited college or university with three years of experience supporting c-suite executives.
• GED with five years of relevant experience may substitute the bachelor’s degree requirement.

Responsibilities

• Models and promotes the organization’s mission, values, and professionalism.
• Acts as COO liaison with departments and external contacts, representing the organization.
• Manages COO’s schedule, coordinates meetings, travel, and events.
• Prepares confidential correspondence and handles sensitive information with discretion.
• Supports licensing, compliance, and office operations across regions.

Skills

Administrative support

Executive liaison

Project coordination

Communication skills

HIPAA knowledge

Education

Bachelor’s degree

GED / High School Diploma

Tools

Microsoft Office

Job description

POSITION OVERVIEW

Provides administrative and project support to the COO, VP of Operations, and VP of Health Services. Ensures timely and accurate completion of assignments to enhance the efficiency and effectiveness of the COO and operations team in meeting strategic objectives. Acts as COO’s liaison with all departments and outside agencies, interacting with a diverse group of important external contacts as well as internal associates at all levels of the organization; on behalf of COO, ensures follow up on all executive matters. Performs advanced administrative duties often involving matters of highly sensitive nature and always maintains strict confidentiality. Demonstrates independent judgment required to plan, prioritize, and organize diverse workload; recommend changes in office practices or procedures. Requires the continuous use of industry and business vocabulary and a detailed knowledge of organization operations and procedures.

Brief Description

POSITION OVERVIEW Provides administrative and project support to the COO, VP of Operations, and VP of Health Services. Ensures timely and accurate completion of assignments to enhance the efficiency and effectiveness of the COO and operations team in meeting strategic objectives. Acts as COO’s liaison with all departments and outside agencies, interacting with a diverse group of important external contacts as well as internal associates at all levels of the organization; on behalf of COO, ensures follow up on all executive matters. Performs advanced administrative duties often involving matters of highly sensitive nature and always maintains strict confidentiality. Demonstrates independent judgment required to plan, prioritize, and organize diverse workload; recommend changes in office practices or procedures. Requires the continuous use of industry and business vocabulary and a detailed knowledge of organization operations and procedures.

Essential Functions

• Models and promotes both internally and externally the mission, philosophy, and values of InVision Human Services.
• Functions as a liaison between COO and other employees and external contacts, acting at all times as a designated representative of the organization. Responds to non-routine correspondence and assembles highly confidential and sensitive information
• Participates in management level meetings to develop and enhance knowledge of organization’s activities.
• Creates and maintains effective interpersonal working relationships
• Anticipates and plans for the on-going needs of the COO; maintains COO’s schedule noting important deadlines of time sensitive issues. Organizes activities such as meetings, travel, conferences, coordination of organization’s meeting rooms
• Sorts and screens incoming correspondence, acting on behalf of COO in drafting written responses on issues not requiring the COO’s direct action. This includes, among various other activities, reviewing and processing expense reports, completing check request forms, verifying timesheets, etc.
• Coordinates and maintains plans of corrections for all regional licensing
• Assists in the coordination and application of ODP required documentation, such as performance-based contracting, and licensure applications
• Completes Promise Renewals
• Participates in the planning and implementation of corporate events. Ensure budgetary guidelines are met. Partners with marketing and communications to advertise event to appropriate audiences
• Participates in various administrative work sessions, internal and external committees, and organizational functions.
• Works independent and within teams on special non-recurring and on-going projects
• Acts as project leader on special projects, on behalf of the COO
• Ensures confidentiality of all employees, client and corporate records and correspondence, in accordance with HIPAA and other confidentiality requirements
• Provides integrated support with other executive administrative staff to ensure cohesive, coordinated administrative coverage, consistent communication, and effective support across executive leadership functions

EDUCATION And/or EXPERIENCE

Bachelor’s degree from an accredited college or university and three years of experience supporting c-suite executive, or high school diploma or general education degree (GED) with five years with same applicable work experience. Must possess excellent interpersonal skills to handle sensitive and confidential situations, as position continually requires demonstrated poise, tact and diplomacy.

Other Requirements

• Must demonstrate stress tolerance, resilience and empathy in difficult situations
• Possess excellent oral and written communication skills
• Possess excellent critical thinking and problem-solving skills
• Must manage multiple requests and tasks
• Have the ability to prioritize effectively and manage shifting priorities
• Must be willing and able to work in a strong team-oriented environment
• Escalate issues, when necessary, in a timely fashion
• Must be a self-starter able to work online or offline hours with minimal or no supervision.
• Periodic regional travel.

Physical Demands

While performing the duties of this job, the employee is frequently required to stand, walk, sit and talk or hear, use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and taste or smell. The employee must occasionally lift and/or move up to 20 pounds.

All job requirements listed indicate the minimum level of knowledge, skills, and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform any job-related function as directed by their supervisor.