Executive Assistant
Executive Assistant
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Reports to: Owner
Result Statement: To support the owner and team of Midwest Family Health through executivelevel assistance vendor communications project coordination file management and comprehensive administrative support. This role ensures accurate financial tracking organized workflows and operational efficiency while upholding confidentiality and professionalism.
Experience:
- Minimum 2 years in an administrative or executive support role required
- Business degree preferred or equivalent relevant experience
Other Requirements:
- Strong attention to detail and exceptional organizational skills required
- Valid Drivers License required
- Dependable vehicle
Expectations:
Promote and adhere to the mission vision and values of Midwest Family Health
Honest loyal and trustworthy
Discreet and able to manage highly confidential information
Strong attention to detail and commitment to accuracy
Selfstarter with initiative and ability to work independently
Able to handle multiple tasks efficiently and effectively
Proficient in Microsoft Office (especially Word Excel and Outlook)
Skilled in the use of QuickBooks or similar accounting programs
Skilled in scanning document organization and both electronic and physical file systems
Excellent verbal and written communication skills
Ability to work professionally with vendors team members and leadership
Skilled in operating basic office equipment (copiers scanners fax machines)
Uses sound judgment in handling sensitive matters and determining when to escalate issues
Ability to sit or stand for extended periods lift up to 40 pounds and maneuver in office settings
Vision and hearing correctable to normal
Ability to read write and speak English fluently
Good short and longterm memory
Recognize own limitations and seek assistance when required
Function within the limits of the law and Midwest Family Health policies and procedures and the employee manual
ExecutiveLevel Support and Project Coordination:
Manage and coordinate projects and initiatives led by the owner or leadership team ensuring timely followthrough and clear communication
Provide confidential support to the owner including handling sensitive assignments documentation and file organization
Support and coordinate meetings including logistics materials and communication as needed
Act as a liaison with vendors for onboarding credit applications and followup
Serve as a notary public for internal company needs
Anticipate operational needs and assist with prioritizing tasks documentation and followup to keep workflows on track
Communications:
- Professionally answer and direct incoming calls; take accurate messages as needed
- Greet guests upon arrival and ensure a welcoming comfortable experience
- Monitor and promptly respond to email correspondence; ensure timely followup and clear communication
- Oversee the Support Office fax line and route faxes to appropriate team members
- Sort and distribute incoming mail and documents from store locations
- Provide responsive assistance to team members across all store locations with questions or support needs
Accounting Support Payables and Receivables:
- Enter vendor invoices credits credit card transactions and check payments into QuickBooks ensuring all entries are supported with proper documentation and required approvals
- Post customer and insurance payments in the pharmacy software system assist with the accounts receivable reconciling process and manage daily bank deposits
- Manage and reconcile monthly intercompany transactions and billings
- Process and mail weekly check payments and monthly customer statements
- Additional accounting functions including generating periodic invoices reconciling gift card balances and submitting coupons to vendors along with other tasks as needed
File and Document Management:
- Create organize and maintain both physical and electronic filing systems
- Ensure electronic documents are named and stored in a consistent manner to support efficient retrieval and audit readiness
- Manage the annual archiving of physical and electronic records
Inventory and Supply Management:
- Monitor inventory levels of office and operational supplies for the Support Office and stores; reconcile onhand counts with intercompany billings and initiate costconscious supply orders while sourcing appropriately
- Track and document supply deliveries and ensure proper distribution to intended locations
Other:
- Handle miscellaneous support tasks such as general office cleaning taking out trash and keeping shared and personal work areas tidy; water plants as needed
- Use of personal vehicle may occasionally be required mileage reimbursed at federal rate
- Must be adaptable to changes and willing to support smooth operations across all departments including collaboration within the Support Office team
- Trusted to manage shifting priorities and handle a broad scope of responsibilities with minimal oversight
- Perform other duties as assigned
Employment Type
Full-Time
