Executive Assistant and Onboarding Specialist
Executive Assistant and Onboarding Specialist
Posted on :
05-04-2025
Employer Active
1 Vacancy
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Job Description
At The CORE Institute we are dedicated to taking care of you so you can take care of business! Our robust benefits package includes the following:
- Competitive Health & Welfare Benefits
- Monthly $43 stipend to use toward ancillary benefits
- HSA with qualifying HDHP plans with company match
- 401k plan after 6 months of service with company match (Parttime employees included)
- Employee Assistance Program that is available 24/7 to provide support
- Employee Appreciation Days
- Employee Wellness Events
Essential Functions:
- Monitors the current status of the work for the CISH Chief Executive Officer.
- Supports the CEO and CISH Senior Leadership Team by anticipating administrative needs with gathering records reports correspondence or other specific information.
- Assists in preparation for meetings and proactively assists the CEO in his/her duties.
- Manages the distribution of mail for the hospital senior leadership team and for the CEO directly.
- Prepare agendas minutes and presentations and ensure prepared in a timely and effective manner.
- Acts as administrator for the Policy and Procedure online database for the hospital.
- Arranges appointments meetings and conferences. Contacts the appropriate individuals to attend. Proactively assists the CEO in all matters pertaining to effective time management.
- Attends meetings or conferences as assigned in order to take meeting minutes.
- Handles variety of matters involving contact with various staff board members physicians committees government agencies and the public.
- Answers and screens telephone calls. Returns telephone calls as needed for senior leader team and CEO. Composes correspondence and distributes it to appropriate individuals.
- Assists with compiling projects strategic plans and financial reports as assigned. Organizes all electronic and paper files associated with the CEO position.
- Provides administrative support for the CISH Human Resources department including (but not limited to): supporting recruiting and onboarding processes tracking/monitoring employee certifications and licensure tracking/monitoring hospital education efforts and supporting activities for the hospitals Trip Reduction Plan with Maricopa County.
- Maintains strictest confidentiality. Handles confidential matters concerning policies or practices.
- Manages the electronic and hard copy filing of all contracts legal and corporate documents.
Human Resources Coordination
- Support the onboarding and new hire process including but not limited to sending communications to new hires and the completion of new hire paperwork.
- Assist with interview scheduling and/or screening.
- Proactively handle any barriers to initiate employment.
- Creates onboarding and training schedules. Works collaboratively with other departments and the onboarding/offboarding needs to ensure a smooth transition and orientation.
- Create and maintain employee security access badges.
- Supports the onboarding process with HR including New Hire Orientation coordination.
- Maintain job description database for employees.
- Responds to general HR requests including HR Service Tickets.
- Submit expense reimbursement requests pertaining to licensure/certification approvals or CME requests.
- Performs other duties as assigned.
Education:
Associate degree with two years of experience. Bachelors degree preferred. Multiple years of experience may be considered in lieu of a degree.
Experience:
- Minimum of four years administrative experience supporting Executive level position preferably the company CEO or other high level executives.
- Knowledge of healthcare sector.
- Arizona Notary is preferred.
Knowledge:
- Knowledge in managing calendars and organizing small events
- Knowledge of best practices and ability to provide excellent support services.
- Knowledge of business tools and software to include databases Outlook Word Excel Power Point Teams and Smartsheet or similar project management tools.
- Knowledge of research methods and procedures to compile data and prepare reports.
- Knowledge of recruiting and onboarding practices preferred but not required
- Knowledge of grammar spelling and punctuation.
- File management.
Skills:
- Skill in taking meeting minutes.
- Organizational skills for self and those he/she supports
- Flexibility and adaptability in a fastpaced environment
- Must be able to maintain the strictest confidentiality
- Wellorganized with special attention to detail
- Excellent written and verbal communication skills
- Proficient in Microsoft Office programs Outlook Word Excel PowerPoint Teams.
- SmartSheet or project management software preferred
- Ability to work under pressure and adhere to deadlines.
Abilities:
- Ability to establish and maintain effective working relationships with employees and the public.
- Ability to work under pressure communicate and present information.
- Ability to manage multiple demands and tasks and prioritize with minimal supervision
- Ability to exercise initiative problemsolving good judgement and decisionmaking.
- Demonstrates exceptional customer service and cando attitude in a positive manner.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Key Skills
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