Executive Assistant

Who we are

About the Role

Provides administrative support to the Chief Operating Officer (COO) for organizational and operational assignments.

To be successful in this role, you:

• Have a minimum of 5 (five) years’ related experience in a complex corporate environment, or as an executive assistant to top level executive preferred,
• Associate’s or Bachelor’s Degree preferred.

Essential functions and Roles and Responsibilities:

• Performs both routine and complex administrative support to the COO in organizational, administrative and operational matters including scheduling and maintenance of calendars, travel arrangements, expense account reconciliation, word processing and file management.
• Provide administrative support for the COO to include telephone coverage, mail handling, and necessary communications internally and externally including interactions with CHC’s Leadership teams and administrative staff.
• Assists COO with yearly budget process, including communicating with managers as necessary.
• Supports COO and VPs directors with invoice tracking, coding and submission to Accounts Payable.
• Facilitates access to Chief Operating Officer, balancing the needs and time constrictions of all parties concerned, including adjusting schedules as priorities shift coordinating
• Plans, organizes, researches and compiles data/reports for initiatives, projects, and meetings and prepares communications, reports or data displays. Ensures accuracy of data and sources and researches discrepancies to resolution.
• Evaluates and refers matters for appropriate handling, and coordinates, compiles and documents relevant data and background information to support executive decision making or problem resolution.
• Performs complex and confidential administrative functions including developing and typing taped dictation or written correspondence. Responds to routine external correspondence and to a wide variety of requests for historical and procedural information. Types memos, purchase requisitions, payment requests and other department forms and documents.
• Responsible for all aspects of meeting preparation including scheduling, development of agendas and related material, minute taking and maintenance of minute and meeting material records for COO, including internal Product Management Workgroup and internal Compliance Committee, Board Audit Committee and Board Compliance Committees.
• Plans, organizes and manages all arrangements for events under the leadership of the Chief Operating Officer such as retreats and special event meetings. This may include:
• Locating and contracting for site/meeting space,
  • Negotiating rates and arrangements for hotel accommodations, catering/restaurants, recreation, travel, corporate gifts,
  • Reviewing, reconciling and ensuring payment of all related expenses and invoices,
• Directing work of event staff and Company support personnel,
• Attending all meetings and functions, taking complete and accurate notes.
• Maintains a filing and archiving system for the COO in coordination with the overall company Records Management Program.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to take and transcribe meeting notes into accurate, thorough minutes.
• Strong organizational skills, accurate work results, and ability to handle multiple priorities.
• Excellent communication skills, both verbal and written Ability to maintain a professional demeanor and highest level of confidentiality.
• Skilled in Microsoft products (Word, Excel, Power Point).
• Excellent record management skills.

As part of our hiring process, the following criteria must be met:

• Complete and successfully pass a criminal background check.

Criminal History: includes review of criminal convictions and probation. CHPW does not automatically or categorically exclude persons with a criminal background from employment. The applicant’s criminal history will be reviewed on a case-by-case basis considering the risk to the business, members, and/employees.

• Has not been sanctioned or excluded from participation in federal or state healthcare programs by a federal or state law enforcement, regulatory, or licensing agency.
• Vaccination requirement (CHPW offers a process for medical or religious exemptions)
• Candidates whose disabilities make them unable to meet these requirements are considered fully qualified if they can perform the essential functions of the job with reasonable accommodation.

Compensation and Benefits:

The position is FLSA Non-Exempt and is eligible for overtime. Based on market data, this position grade is 44N and has a 5% annual incentive target based on company, department, and individual performance goals. Salary determined at offer will be based on labor market data and a candidate's years of relevant work experience and skills relevant to the position.

CHPW offers the following benefits for Full and Part-time employees and their dependents:

• Medical, Prescription, Dental, and Vision
• Telehealth app
• Flexible Spending Accounts, Health Savings Accounts
• Basic Life AD&D, Short and Long-Term Disability
• Voluntary Life, Critical Care, and Long-Term Care Insurance
• 401(k) Retirement and generous employer match
• Employee Assistance Program and Mental Fitness app
• Financial Coaching, Identity Theft Protection
• Time off including PTO accrual starting at 17 days per year.
• 40 hours Community Service volunteer time
• 10 standard holidays, 2 floating holidays
• Compassion time off, jury duty pay.

Sensory/Physical/Mental Requirements:

Sensory*:

• Speaking, hearing, near vision, far vision, depth perception, peripheral vision, touch, smell, and balance.

Physical*:

• Extended periods of sitting, computer use, talking and possibly standing.
• Simple grasp, firm grasp, fine manipulation, pinch, finger dexterity, supination/pronation, wrist flexion.
• Frequent torso/back static position; occasional stooping, bending, and twisting.
• Some kneeling, pushing, pulling, lifting, and carrying (not over 25 pounds), twisting, and reaching.

Mental:

• Ability to learn and prioritize multiple tasks at a given time and have the capability of handling demanding situations. Analytical/problem solving/critical thinking ability.

Work Environment:

Office environment Employees who frequently work in front of computer monitors are at risk for environmental exposure to low-grade radiation.

• Candidates whose disabilities make them unable to meet these requirements are considered fully qualified if they can perform the essential functions of the job with reasonable accommodation.

• The above is intended to describe the general content of and the requirements for satisfactory performance in this position. It is not to be construed as an exhaustive statement of the duties, responsibilities, or requirements of this position. Job descriptions may be updated or changed to reflect business needs.