Executive Assistant

Description

Reports to:    Owner

Result Statement:   To support the owner and team of Midwest Family Health through executive-level assistance, vendor communications, project coordination, file management, and comprehensive administrative support.  This role ensures accurate financial tracking, organized workflows, and operational efficiency while upholding confidentiality and professionalism.

Experience:    

• Minimum 2 years in an administrative or executive support role required
• Business degree preferred or equivalent relevant experience

Other Requirements:   

• Strong attention to detail and exceptional organizational skills required
• Valid Driver’s License required
• Dependable vehicle

Requirements

Expectations: 

· Promote and adhere to the mission, vision, and values of Midwest Family Health

· Honest, loyal, and trustworthy

· Discreet and able to manage highly confidential information

· Strong attention to detail and commitment to accuracy

· Self-starter with initiative and ability to work independently

· Able to handle multiple tasks efficiently and effectively

· Proficient in Microsoft Office (especially Word, Excel, and Outlook)

· Skilled in the use of QuickBooks, or similar accounting programs

· Skilled in scanning, document organization, and both electronic and physical file systems

· Excellent verbal and written communication skills

· Ability to work professionally with vendors, team members, and leadership

· Skilled in operating basic office equipment (copiers, scanners, fax machines)

· Uses sound judgment in handling sensitive matters and determining when to escalate issues

· Ability to sit or stand for extended periods, lift up to 40 pounds, and maneuver in office settings

· Vision and hearing correctable to normal

· Ability to read, write, and speak English fluently

· Good short and long-term memory

· Recognize own limitations and seek assistance when required

· Function within the limits of the law and Midwest Family Health policies and procedures and the employee manual

Executive-Level Support and Project Coordination:

· Manage and coordinate projects and initiatives led by the owner or leadership team, ensuring timely follow-through and clear communication

· Provide confidential support to the owner, including handling sensitive assignments, documentation, and file organization

· Support and coordinate meetings, including logistics, materials, and communication as needed

· Act as a liaison with vendors for onboarding, credit applications, and follow-up

· Serve as a notary public for internal company needs

· Anticipate operational needs and assist with prioritizing tasks, documentation, and follow-up to keep workflows on track

Communications:

• Professionally answer and direct incoming calls; take accurate messages as needed
• Greet guests upon arrival and ensure a welcoming, comfortable experience
• Monitor and promptly respond to email correspondence; ensure timely follow-up and clear communication 
• Oversee the Support Office fax line and route faxes to appropriate team members 
• Sort and distribute incoming mail and documents from store locations 
• Provide responsive assistance to team members across all store locations with questions or support needs

Accounting Support – Payables and Receivables:

• Enter vendor invoices, credits, credit card transactions, and check payments into QuickBooks, ensuring all entries are supported with proper documentation and required approvals
• Post customer and insurance payments in the pharmacy software system, assist with the accounts receivable reconciling process, and manage daily bank deposits
• Manage and reconcile monthly inter-company transactions and billings
• Process and mail weekly check payments and monthly customer statements
• Additional accounting functions, including generating periodic invoices, reconciling gift card balances, and submitting coupons to vendors, along with other tasks as needed

File and Document Management:

• Create, organize, and maintain both physical and electronic filing systems
• Ensure electronic documents are named and stored in a consistent manner to support efficient retrieval and audit readiness
• Manage the annual archiving of physical and electronic records

Inventory and Supply Management:

• Monitor inventory levels of office and operational supplies for the Support Office and stores; reconcile on-hand counts with inter-company billings and initiate cost-conscious supply orders while sourcing appropriately
• Track and document supply deliveries and ensure proper distribution to intended locations

Other:

• Handle miscellaneous support tasks such as general office cleaning, taking out trash, and keeping shared and personal work areas tidy; water plants as needed
• Use of personal vehicle may occasionally be required – mileage reimbursed at federal rate
• Must be adaptable to changes and willing to support smooth operations across all departments, including collaboration within the Support Office team
• Trusted to manage shifting priorities and handle a broad scope of responsibilities with minimal oversight
• Perform other duties as assigned