Job Description
Job DescriptionDescription:
The position of Executive Assistant is to provide administrative support to the executive and corporate team. This role is the first point of contact between senior level management and other corporate staff and external partners; professionalism, confidentiality and discretion are a must.
The duties of the Executive Assistant include a wide variety of responsibilities from basic administrative duties to complex tasks that involve problem solving skills. To be in this role, you must be a forward thinker, well-organized, have great time management skills and be able to execute tasks using common sense and good judgment with minimal supervision.
Essential Duties and Responsibilities:
Administrative duties:
· Answer phones.
· In-coming/out-going mail & packages, including UPS, Fed Ex, etc...
· Filing AP/AR invoices as well as maintain all other contracts and legal entity files.
· Kitchen & office-clean and keep supplies stocked.
· Office equipment (postage and copy machine)-keep supplies stocked.
· Supplies-keep office equipment/supplies stocked.
· Approve HR impressions weekly.
· Coordinate corporate team and department head facility roster.
· Coordinate administrator and corporate team birthdays.
· Compile census data daily reports & sent to team.
· Manage PPE inventory/request submittals.
· Various errands as executive team request.
Executive duties:
· Manage Executive’s calendars & appointments, as well as reminders of those appointments and upcoming events.
· Travel plans.
· Event planning.
· Manage QBR meetings as well as maintain relationships with vendors.
· Day-to-day banking, including daily deposits, weekly petty cash ACH transactions for facilities, ACH payments to various essential vendors, wires, resident room & board collections, assist team with banking inquiries/research as well as maintaining relationships with various banking institutions and personnel.
· Contract and document review.
· Generate Captive Insurance documents annually (GL/PL) and distribute to facilities and lenders.
· Manage monthly QIPP Component 2 submissions, including gathering required data from facilities, gathering data from Data IQ, and submitting to LTSS portal.
· Manage all facility autos and auto coverage, including title transfers, ID cards and facility drivers.
· Maintain GL loss log/medical record request log.
· Compile monthly reports in Matrix.
· Maintain all facility’s survey tracking/tag log.
· Serve as administrator for all facility Facebook pages, managing editors and reviewing posts weekly for company compliance.
· Orders all name badges, business cards and marketing materials as needed.
· Build and maintain cooperative working relationships with staff.
· Assist president, COO and vice president with various personal requests.
· Various projects as assigned.
· Able to work a flexible schedule when needed.
Requirements:
Required Education/Training:
· High school diploma or relevant qualification.
· At least a 2-year degree preferred.
Required/Preferred Experience:
· Texas driver’s license required.
· At least one year in Long Term Care or Health Care experience preferred.
Required/Preferred Skills:
· Must be able to operate a personal computer.
· Must be able to type at least 60wpm.
· Must be proficient with Microsoft Office 365.
· Must be proficient with MS suite.
· Must be able to apply common sense understanding to carry out requests and instructions.
· Must have excellent verbal, written and communication skills.
· Must have excellent problem-solving skills and a high level of attention to detail and accuracy.
· Must be able to focus and multitask in a high energy, fast paced setting.
· Must be able to work under minimal supervision and handle all duties with discretion and professionalism.
Physical Requirements:
· Must be able to lift or move boxes up to 30 pounds.
· Must be able to carry files/boxes frequently.
· Must be able to see/focus accurately.