Corporate Executive Assistant | PAM Health Corporate

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.

• 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 Executives 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 unsafe practices to management.
• Knows own role in case of an emergency.

Education and Training: Bachelors 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.