Executive Assistant

Executive Assistant

The Center for Elders’ Independence is a PACE (Program of All-Inclusive Care for the elderly) organization that uses an interdisciplinary team approach to care planning and care implementation for the purpose of providing high quality, affordable, integrated health care services to the elderly, including an Adult Day Health Center, and promoting autonomy, quality of life and the ability of individuals to live in their communities. 

The Position:  The Executive Assistant provides high level, confidential, administrative support to one or more executives.  This includes scheduling, preparing reports, handling information requests, taking and distributing meeting minutes of meetings and committees, assisting with presentations and correspondence/plans.
 
The hourly pay range for the Executive Assistant position at Center for Elders’ Independence is $64,599 to $96,601 per year. Placement within the range is determined based on job-related factors such as relevant experience, skills, abilities, internal equity, and market data, consistent with CEI’s annual compensation review and established compensation practices.

DUTIES AND RESPONSIBILITIES:

• Provide administrative support to one or more executives on all related executive matters and projects.
• Ability to anticipate needs of leaders and proactively prepare documents needed for meetings and program deadlines.
• Schedule and manage complex calendars in a detail oriented manner.
• Arrange and coordinate travel plans and associated meeting requirements.
• Reconcile invoices and expense reports.
• Respond in a timely and professional manner to emails, voice-mails, and written correspondence.
• Coordinate staff meetings and events for senior level staff, internally and externally, including creating/distributing agenda and supporting materials, taking minutes and coordinating follow up activity.
• Serves as information resource on department, division, and organization policies and procedures especially as it relates to general and medical group operations.
• Assists in special projects and research for routine and ad hoc items.
• Collaborates as a team member with other executive assistants and staff and provides back up support when needed.
• Performs other duties as assigned.

EDUCATION/QUALIFICATIONS:

• Bachelor’s degree . Other degree levels and role experience will be considered.
• Advanced experience in MS Outlook, Word, Excel, and PowerPoint..
• Minimum of three to five years’ experience of high-level, complex executive administration work in a dynamic and fast-paced environment
• Experience in health care desired.
• Ability to work discreetly with highly confidential information.
• A self-starter with the ability to execute against multiple projects and deadlines.
• Must be able to work independently, produce work-product of the highest quality and accuracy and take ownership for all assigned responsibilities.
• Must have highly developed coordination/organizational, administrative, communication (verbal and written), and customer service skills.
• Excellent communication skills involving high-level communications with internal and external contracts; ability to listen and simplify details depending on target audience; ability to influence others, manage conflict appropriately, know when to delegate issues upward.
• Ability to prioritize projects and deadlines.
• Direct experience dealing with sensitive and conflicting situations in a diplomatic, team-like manner.
• Proven experience creating spreadsheets and composing/creating content, texts and special reports.
• Proven time management, contextual and critical thinking skills.

The above job description is intended to communicate the general function of the above-mentioned position and by no means shall it be considered an exhaustive or complete outline of the specific tasks and functions that will be required.  CEI reserves the right to change job descriptions, site assignments, and or work hours as required by the needs of the program.  All employees are expected to perform their duties within their ability as required by the job and/or as requested by management.