Executive Assistant

It's fun to work in a company where people truly BELIEVE in what they're doing!

Our intention is to have employees who are passionate about making their personal mission statement come to life each day at work! Be it through providing healing, eradicating loneliness, contributing to efficiencies, streamlining processes, being dependable, sparking creativity or something else, the demonstration of HOW you do your job is just as important as WHAT you do in your job.

Alongside our valued employees, we are making a difference throughout the state of Ohio in the lives of those that need healthcare or those embracing the next chapter of their lives. Sustained members of our team demonstrate accountable behavior and share our values of customer service, innovation, integrity, inclusion, financial stewardship, leadership and care.

The Executive Assistant and Compliance Coordinator provides support to the Chief Executive Officer and the Chief Human Resources & Ethics Officer by being a proactive planner and trusted support. The Executive and Compliance Coordinator acts as a liaison for communications, scheduling, and special projects so the officers can stay organized, informed, and prepared to successfully deliver on commitments and effectively execute organizational operations in a timely and efficient manner.

Essential Activities and Tasks

Operations Management and Support - 40%

• Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings.

• Multi-tasks as a shared support resource for two key executives effectively anticipating and fulfilling administrative and communications support activities.

• Manages detailed calendar activity requiring interaction with internal and external executives and assistants, as well as board members, consultants, or vendors.

• Coordinates and executes department, committee, board, and other meetings including room reservations, meeting notifications, agenda development, set up, and clean up (as needed).

• Makes travel arrangements.

• Prepares memos, letters, reports, slide presentations, handouts, flyers, etc. as requested.

• Handles collection and distribution of departmental mail and courier deliveries.

• Supports board, staff, resident, and/or patient events as requested.

• Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.

• Adheres to records management system policy and procedures.

• Operates within the standard company practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

• Manages and coordinates details of other leadership retreats, etc.

• Provides technical support for meetings and presentations.

Board Relations - 25%

• Coordinates all aspects of board and committee meetings, including scheduling, agenda development, preparing meeting materials and presentations, facilitating mailings, set-up and clean-up (as needed). Manages minutes and attachments through the Board Portal.

• Serves as support for board and committee members and as a liaison to organization resources and staff members.

Customer Relations and Service Delivery - 20%

• Supports the officers’ day-to-day relationships by interfacing with board members, locations, staff, residents, patients, and family members as a key administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner.

• Reviews and responds to compliments, complaints, and grievances from residents, patients, staff members, and other constituents as directed by the supervisor.

Financial, Assets, and Materials Management - 15%

• Processes check requests and pays invoices and expenses.

• Collects forms from new vendors used to add them to the accounting system.

• Monitors departmental expenses placed on credit cards and P-cards.

• Records budgetary expense information.

• May assign purchase order (PO) numbers to PO request, notify staff of the PO status, make PO adjustments, as necessary, and file paperwork appropriately, if applicable.

All other duties as assigned.

Qualifications

Education

• Bachelor’s degree in business administration or a related field.

Experience

• Five years experience in a professional office setting in an administrative/clerical role supporting a department and/or senior management.

• Experience in scheduling travel preferred.

• Must be able to type a minimum of 75 words per minute.

• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet required.

Other Requirements

• Must be able to read, write, speak, and understand the English language.

Working Conditions and Special Requirements

• Sitting - Up to 8 hours/day

• Standing - Up to 2 hours/day

• Walking - Up to 2 hours/day

• Lifting, pushing, pulling, and moving equipment, supplies, etc - Up to 25 pounds

• Driving - Up to 6 hours/day

• Travel % / Overnight Travel - Minimal

• Risk Category for Exposure to Bloodborne Diseases - III