Administrative Assistant, Sr

Job Summary:

• Provides direct administrative support for multiple leaders, one of which must include primary support to a Client Executive (Assistant Vice President or above) and/or a Senior Physician Leader who reports directly to an In Chief and has system responsibility.
• The senior physician leader title must be one that is approved by the Physician Compensation Executive Committee (PCEG).
• Administrative Assistant to an Executive Leader, Client Health Plan's Chief Medical Officer.
• This role supports the CMO and the administrative needs for the 3 teams under the CMOs Product of authority (Medical Affairs, Pharmacy and Quality Improvement).

Key Responsibilities:

• Prioritizes, manages and communicates multiple on-going issues to ensure optimal functioning of the office.
• Maintains responsibility for communicating with the Vice President on important matters throughout the day.
• Works collaboratively with others in the organization to ensure timely resolution of needs.

Calendaring & Meetings:

• Calendaring: Active calendar management (Outlook) per leader priorities.
• Organizing recurring and ad hoc meetings as needed (internal and external).

Document & Committee Support:

• Document management and filling.
• Committee support: managing Outlook invitation, preparing documents for monthly committee, meeting documentation/creating minutes, managing communications between committee members.
• Entering payment requests, documentation and tracking for advisor honorariums.

Vendor & Financial Support:

• Vendor account support: Invoice and P.O. management, including maintaining documentation and tracking of invoices, payment and budgeted expenses.
• Business expense management: collecting/maintaining documentation, expense submission, tracking and reporting a Products budgeted funds.

Tracking & Logistics:

• Assignment tracker documentation, maintenance and reporting.
• Travel arrangements for off-site/out of town meetings.

Office & Team Support:

• Work collaboratively with Administrative Assistant pool to support the workplace.
• Light duties including tasks like managing office supplies/break area amenities, receiving/sorting mail, receiving guests, preparation and set up for meetings and company/departmental events.

Required Qualifications:

• Executive administrative functions in a hospital setting.
• The ability to communicate effectively with a diverse group of people, prioritize, attend to detail, work under pressure, display good judgement, maintain composure, use a personal computer with proficiency in word processing, spreadsheet programs and Power Point, and to use general office equipment, adapt to changing situations, demonstrate excellent writing and organizational skills, remain flexible, and have a professional demeanor.

Technical & Professional Skills:

• Technical experience and savvy with use of Microsoft suite: Outlook, Excel and PowerPoint.
• Ability to learn new tools including Microsoft OneNote.
• Highly organized and resourceful.
• Good communication skills for oral and written communications.

Behavioral Competencies:

• Behavioral: professional demeanor, flexible/adaptable, patient, collaborative, works well independently and as part of a team.
• Familiarity with health plan operations would be a bonus but not required.