Job Summary The Executive Administrative Assistant serves as the primary administrative support to the Office of the COO while also offering ancillary support to the CMO and Vice Presidents under the direction of the COO. This position manages internal operational needs, ensuring consistency across all PACE-RI departments and sites, and coordinates the training of administrative support staff. Key responsibilities include coordinating logistics for internal staff meetings, events, and retreats, managing the calendar for standing organizational meetings, maintaining accuracy in distribution and group email lists, and preparing, distributing, and archiving agendas and minutes for management meetings. The Executive Administrative Assistant must exercise excellent judgment in handling highly confidential situations, demonstrate strong verbal and written communication skills, and effectively prioritize competing demands in a dynamic environment.
Duties/Responsibilities - Plans, coordinates, and ensures the COO's schedule is followed and respected. Serves as a gatekeeper and gateway, facilitating efficient access to the COO's time and office, and ensures smooth communication between the COO's office and internal departments.
- Coordinates and executes a variety of staff and operational support activities for the COO and CMO; effectively determines the appropriate course of action, referral or response.
- Coordinates training of Admin Support staff and ensures operational consistency across departments and sites.
- Establishes and writes administrative workflow policies for operational practices to ensure quality and consistency across all locations.
- Answers phone calls and responds to inquiries, triaging and escalating as needed while ensuring timely and professional communication.
- Provides comprehensive administrative support, maintains confidentiality and works with organizational efficiency.
- Represents both the organization and their supervisor at external meetings and events as needed, effectively communicating the mission and current initiatives.
- Utilizes Microsoft and various technological tools to advance the work of the executive team and the administrative practices of the organization. Seeks to incorporate operational efficiencies with the use of technology.
- Composes and effectively edits correspondence and memoranda based on verbal direction or established policies.
- Schedules and coordinates detailed logistics (including lunches, etc.) for internal staff meetings, events and retreats.
- Manages the calendar for standing all staff and operational meetings within the organization.
- Ensures the accuracy of distribution lists and group lists for the organization.
- Prepares, transcribes, composes, edits, and distributes agendas and minutes of meetings, ensuring confidentiality when required. Serves as primary scribe for management meetings and for project specific meetings as assigned.
- Thoroughly reviews reports and proposals before submission, formatting and editing documents and presentations to ensure consistency in appearance and professional presentation.
- Handles mail collection and distribution for administrative offices and the executive team as needed. Completes external errands, including delivering packages to the post office and other community locations as required.
- Effectively maintains, and updates files, databases, records, licenses, and/or other documents in an organized and systematic manner.
- Ensures organization of the network shared drives.
- Develops and maintains data and performs routine analyses and calculations in the processing of data for recurring internal reports and for special projects under the direction of the COO.
- Assists with audit preparation when requested.
- Participates in quality initiatives and committees as directed.
- Performs other related duties as required and assigned.
Required Skills & Abilities - Ability to maintain confidentiality
- Ability to prioritize tasks and meet project deadlines
- Ability to schedule and coordinate logistics of an Executive's schedule
- Advanced proficiency with MS Office Suite or similar software
- Proficiency with Excel; ability to produce graphs and data driven reports
- Dependable and punctual with ability to maintain consistent attendance
- Ability to read, write and comprehend English
- Ability to maintain sound judgement under stress and communicate effectively
Education Requirements - High School Diploma or Equivalent, Required
- Associate's degree (related field), Preferred
- Bachelor's Degree, (related field), Beneficial
Physical Requirements - Must be able to tolerate prolonged periods at a desk and working on a computer.
- Must be able to lift up to 10 pounds and at times up to 20 pounds.
- Must be able to navigate various departments of the organization's physical premises as well as related community care settings.
- Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases.
Experience 2 to 5 years of Administrative Support Experience, Required
1 to 3 years of Health Care Industry Experience, Preferred
1 year of experience working with a frail or elderly population, Preferred
Position Requirements Driver's License & access to reliable transportation; community-based travel required.
Time & Attendance Responsibility VP of Clinical Services
VP of Operations
VP of Support Services