Senior Executive Assistant

Apply online at http://www.alohacare.org/Careers/Default.aspx

The Company:

AlohaCare is a local, non-profit health plan serving Hawai`i’s low-income residents with free Medicaid and dual Medicare health insurance coverage. Our members include children, seniors and adults residing on all islands. We provide comprehensive benefits and managed care services with an emphasis on healthy living habits and preventive primary health care. Our approach is to meet the whole-person health and social needs of members. Through our community partnerships we offer innovative services such as connection to social service agencies, Native Hawaiian healing services and in-home primary care for qualified members. Our mission is to serve in the true spirit of aloha by ensuring and advocating for access to quality health care for all. We are Hawaii’s third-largest health plan and offer a wide network of quality primary care, specialists, hospitals, pharmacies and among many other providers across the state.

The Culture:

AlohaCare employees have a passion for helping Hawai`i’s most underserved communities. Our caring culture is fundamental to our company-wide team approach to providing high quality services. We support our employees with a supportive and positive work environment, healthy work-life balance, continuous communication, and a generous benefits package.

AlohaCare’s leadership empowers and engages its employees by recognizing outstanding job performance and collaboration. We share organization-wide updates during quarterly All Staff meetings. We encourage participation in volunteer and educational opportunities. We put a high value on honesty, respect, and trust-building. We encourage open-door, two-way, and frequent communication.

AlohaCare’s comprehensive benefits package includes low-cost medical, dental, drug and vision insurance, paid time-off, 401k employer contribution, referral bonus and pretax transportation and parking program.

The Opportunity:

The Senior Executive Assistant coordinates a demanding workload and provides administrative support to the CEO, CMO and Board of Directors in the most efficient, accurate, and professional manner possible. This position requires the use of high-level judgment and initiative to determine the approach or action for non-routine situations. Adherence to absolute confidentiality is imperative.

Primary Duties, Responsibilities and Competencies:

CEO Support

• Key point of contact for the CEO.
• Open, sort and distribute daily mail to the CEO.
• Prepare letters, memos and reports for Board members and CEO.
• Maintain daily schedules for the CEO.
• Responsible for producing documents/projects, including complex charts, and slide presentations.
• Research and analyze a wide range of information for non-routine and confidential projects.
• Processes various documents for payments and reimbursements.
• Demonstrates excellent customer service skills by ensuring staff and vendor relations are conducted with a pleasant and friendly attitude and respond in a timely manner.

Board of Directors Support

• Key point of contact for day-to-day communications with Board of Directors. Requires frequent interaction and coordination with Board members.
• Take, organize, and maintain minutes from Board of Directors and subcommittee meetings.

Administrative Support

• Maintain administrative files.
• Coordinate travel plans for appropriate staff.
• Special projects as required.
• All other duties assigned.
• Adhere to regulatory compliance and quality guidelines as well as AlohaCare policies and procedures.
• Responsible for maintaining AlohaCare’s confidential information in accordance with AlohaCare policies, and state and federal laws, rules and regulations regarding confidentiality. Employees have access to AlohaCare data based on the data classification assigned to this job title.

Requirements:

• High school diploma or equivalent.
• Minimum of 3 years of experience with high level executive interactions and support.
• High level of organizational skills.
• Must be able perform a variety of administrative and secretarial functions which require the use of judgment and initiative to determine the approach for non-routine situations.
• Ability to maintain confidentiality with company and personnel information.
• Word processing skills of 45-60 wpm with a high degree of accuracy.
• Achieves results, builds trust, communicate effectively, customer and quality focused.
• Strong interpersonal and facilitation skills with the ability to communicate with all levels of the organization.
• Strong, effective, and precise written and oral communication skills; speak clearly and persuasively in positive or negative situations.
• Professional telephonic etiquette skills.
• Ability to solve problems, analyze, think critically and make good judgment.
• Strong customer service skills and be able to work in a diverse, demanding and evolving environment with strong conflict and problem resolution skills.
• Able to work independently with minimal supervision.
• Able to effectively work in a fast-paced and changing environment, manage multiple projects and priorities across multiple teams/projects and in a matrixed environment.
• Possesses excellent time management and organizational skills; is dependable, enthusiastic, self-starting, and self-motivated. Uses time effectively, reacts professionally under pressure.
• Data entry experience with a high degree of accuracy and attention to detail.
• Positive attitude and ability to accept direction.
• Must maintain a punctual and regular schedule.
• Flexibility and adaptability to changing priorities.
• Advanced skills in Microsoft Programs: Word, Excel, Outlook and PowerPoint.
• Experience in the operation of general office equipment to include PC, fax/copy machine and phone system.
• Business hours are Monday through Friday from 8:00 a.m. to 5:00 p.m. At times, it may require working earlier or later depending upon the needs of the situation.

Preferred Competencies and Qualifications:

• Bachelor’s degree in related field or equivalent combination of education and experience.
• Previous health care experience is desirable.

Mental, Physical and Environmental Demands:

• Sedentary Work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
• In office working environment.
• May require prolonged sitting- up to 4 hours.
• Requires prolonged operation of a computer workstation, including the ability to type for extended periods of time on a keyboard during the scheduled workday.?

Salary Range: $61,000 - $85,000 annually

AlohaCare is committed to providing equal employment opportunity to all applicants in accordance with sound practices and federal and state laws. Our policy prohibits discrimination and harassment because of race, color, religion, sex (including gender identity or expression), pregnancy, age, national origin, ancestry, marital status, arrest and court record), disability, genetic information, sexual orientation, domestic or sexual violence victim status, credit history, citizenship status, military/veteran status, or other characteristics protected under applicable state and federal laws, regulations, and/or executive orders.