Job Description

In this role, the Corporate Executive Assistant provides high-level, confidential administrative support to the Corporate executive suite. Duties may be clerical, administrative, and/or project-based in nature. Such duties may include, but not be limited to: arranging meetings, scheduling travel, handling information requests, preparing reports, and drafting correspondence. This position often handles confidential information and, as such, requires diplomacy and discretion. This is an exempt position.

Responsibilities

• Serves as the Corporate Executive Assistant. Duties to include office communications, space assignments, and distribution of mail.
• Works closely and effectively with members of the Executive team to keep them well-informed of upcoming commitments and responsibilities.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Executive’s ability to work effectively.
• Provides staff support to meetings, including timely material preparation, minutes, and completion of required follow-up.
• Ability to handle projects to completion; meet or exceed required deadlines; properly handle confidential materials; and work independently with little or no supervision.
• Undertakes special projects as requested.
• Conducts business travel arrangements on behalf of staff.
• Greets and welcomes visitors, either in person or on the phone.
• Answers multi-line phone system and appropriately refers inquiries.
• Coordinates the pickup and delivery of express mail.
• Assists with other related clerical duties such as photocopying, scanning, faxing, filing and collating.
• Responsible for daily coffee and popcorn service, including maintaining cleanliness of all machines
• Ensures break rooms are adequately stocked, maintains inventory and orders coffee supplies as needed. Communicates with supervisor regarding break room supply inventory levels.

• Assists with employee related items as needed- examples: sets up meeting space, orders food for meetings as directed, hangs company-wide, approved communications, etc.
• Updates conference room calendar- notes specials requests, i.e., LCD projector.
• Responsible for updating the welcome board on a regular basis to ensure accurate and timely communication of company information, guest visits, and new hire announcements.
• Performs other duties as requested or assigned.

Customer Service

• Maintains the highest level of customer service via courtesy, compassion and positive communication.
• Promotes the mission and vision of PAM Health within the work environment and the community.
• Respects dignity and confidentiality by adherence to all applicable policies and procedures.

Health and Safety

• Works in a manner that promotes safety; wears clothing appropriate to the performance of the job.
• Participates in OSHA required training.
• Follows universal precautions as appropriate for position; complies with Employee Health requirements for continued employment.Reports unsafe practices to management.
• Knows own role in case of an emergency.

Qualifications

Education and Training: Bachelor’s degree preferred.

Experience: Prior experience should include administrative support to multiple people.

Knowledge, Skills, and Abilities:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members, external partners and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responsiveness.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Ability to handle multi-line telephone system.