LOCATION: In Person – Asheville, NC
GENERAL STATEMENT OF JOB
The Executive Administrative Assistant position reports to the Chief of Staff and Clerk to the Board. This position provides an extensive array of complex administrative functions and requires a combination of focus and flexibility and ability to exercise independent judgment.
This role will also serve as a liaison between internal and external stakeholders; many communication/tasks requiring a high-level of discretion and strict confidentiality. This position requires excellent verbal and written communication skills, strong Microsoft skills, complex calendar and electronic file management experience, and the ability to effectively manage multiple projects with competing priorities. Additionally, this position provides support for conferences, events and internal and external meetings, and administrative duties for the Board and Executive Support and Executive Leadership departments.
This position is Asheville-based, with an expectation of 3 days per week in the office and extensive travel to support operations within North Carolina.
ESSENTIAL JOB FUNCTIONS
Administrative Support ProfessionalGeneral Support:- Provide a full range of moderate to complex administrative support, as follows:
- Administrative support includes a high level of independent judgment and discretion, drafting correspondence, scheduling and coordinating meetings, assist with preparing reports, graphs, and presentations, along with maintaining electronic and hard copy files and electronic calendars.
- Assist with employee, executive and Board member travel arrangements, logistical planning, expense reimbursement processing, as well as credit card reconciliation according to applicable policies and procedures.
- Detailed attention to proofreading and formatting of all correspondence and written documents, with proper spelling, grammar, and punctuation is required. Communication must be clear and professional in all formats.
- Manage travel arrangements and expense reimbursements, including airfare, registration, hotel arrangements, ground transportation, continuing education credits, etc. This also includes the timely completion and submittal of expense training forms
- Assist with the coordination of team/ department meetings, staff events, trainings and conferences, including drafting agendas, taking minutes, and handling associated logistics. This includes securing locations, participating in setup and breakdown, identifying required equipment and/or technology, refreshments, catering, supplies, etc., as requested or otherwise deemed necessary.
- Create purchase requisitions, route invoices and accompanying information for processing, and assist with budget tracking for team/ department.
- Provide administrative assistance on contracts within the supervisor’s purview. This includes but is not limited to communicating with vendors, entering contracts and other documents into management software system(s), reviewing contracts for renewals, and tracking associated deadlines.
- Assist with training and conference registrations, including travel logistics, hotel accommodations, meeting spaces, and associated requests.
- Maintain and coordinate conference room and travel office reservations across the organization to ensure meeting space is available, and triage double booking or scheduling conflicts.
- Create/ prepare documents, presentations and other materials using PowerPoint, Excel, Word, as requested; in addition to performing printing, coping, faxing, and shredding functions as needed.
- Maintain and organize documentation within Vaya electronic storage platforms as needed, including updating indexes, reports, documentation, receipts, etc.
- Perform other administrative tasks and handle special projects, as requested.
- Support to the Clerk to the Board, which includes support to the Vaya Partners Board of Directors, County Commissioner Advisory Board, and Committee meetings, as necessary.
- Serve as primary Recorder for the Regulatory Compliance and Quality Committee
- Assist in coordinating meeting logistics, sending invitations, securing locations, room setup, meeting refreshments and catering, coordination of virtual meetings,
Other Duties as assigned
Note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
KNOWLEDGE, SKILLS, & ABILITIES
- Unquestionable personal code of ethics, integrity, diversity, and trust.
- Strong knowledge and proficiency in PDF editing software and Microsoft Office products (Word, Excel, Outlook, PowerPoint, etc.). In particular, must be proficient with Word, Excel and PowerPoint. Must be able to format and manipulate Excel documents for printing and presentation as well as Word and/or PowerPoint documents for distribution, printing and presentation.
- Familiarity with SharePoint, PolicyTech, and Navex software products (PolicyTech, EthicsPoint).
- Excellent time management skills and the ability to manage competing priorities.
- Excellent oral and written communication skills are required, including thorough knowledge and excellent skills in English grammar, punctuation, and spelling.
- Ability to effectively express ideas orally and in writing, including composing accurate minutes, reports, correspondence, presentations, and other materials.
- Excellent organizational skills with the ability to multi-task.
- Strong attention to detail, and extreme precision and accuracy is required for all tasks.
- Ability to complete complex calendaring and scheduling, including event management skills.
- Ability to work independently with little or no direction, demonstrate initiative, and function as a self-starter.
- Ability to complete tasks in a timely and accurate manner.
- Ability to be flexible to deal with unfamiliar situations.
- Ability to work collaboratively with individuals at all levels and with varying backgrounds both within and outside of Vaya and build strong working relationships.
- Ability to maintain the confidentiality of sensitive information in accordance with applicable laws, policies, and rules.
- Ability to prepare effective and accurate correspondence, draft letters on routine matters and perform routine office functions without referral to supervisor.
- Strong working knowledge of HIPAA privacy rules and familiarity with HIPAA security rules as they pertain to Vaya preferred.
- Thorough knowledge of standard office practices, procedures, and office assistance techniques.
- Thorough knowledge of record keeping practices and the ability to understand and carry out written procedures.
- Thorough knowledge of how to use standard office equipment, including printers, scanners and fax machines.
EDUCATION & EXPERIENCE REQUIREMENTS
Required years of work experience (include any required experience in a specific industry or field of study):
• Completion of high school or equivalent and four-five years of progressively responsible secretarial or clerical/administrative/office management experience;
OR
• Completion of a two-year secretarial science or business administration program and two years of progressively responsible secretarial or clerical/administrative, office management experience;
OR
• Completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related field; or an equivalent combination of training and experience.
OR an equivalent combination of education and experience.
Preferred Experience
- 3+ years office assistant/secretarial experience preferred.
- 1-2 years of experience in a related position that demonstrates the skill sets of customer service and inventory control and fulfillment.
Preferred Licensure/Certification Required:
- NC Notary Licensure
PHYSICAL REQUIREMENTS
- Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading.
- Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers.
- Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.
- Mental concentration is required in all aspects of work.
- Ability to drive and sit for extended periods of time (including in rural areas)
SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation.
DEADLINE FOR APPLICATION: Open Until Filled
APPLY: Vaya Partners accepts online applications in our Career Center, please visit https://www.vayahealth.com/about/careers/.
Vaya Partners is an equal opportunity employer.
Skills Required
- High school diploma or equivalent plus four to five years of progressively responsible secretarial, clerical, administrative, or office management experience
- Two-year secretarial science or business administration program plus two years of progressively responsible administrative or office management experience
- Four-year college or university program, preferably in business administration, public administration, or a related field, or equivalent combination of training and experience
- Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and PDF editing software
- Complex calendaring, scheduling, event management, document management, and administrative support experience
- Excellent verbal and written communication, English grammar, punctuation, spelling, proofreading, and formatting skills
- Ability to maintain confidentiality and exercise independent judgment and discretion
- Ability to manage competing priorities, multitask, work independently, and maintain strong attention to detail
- Ability to drive and sit for extended periods, including travel in rural areas
- Three or more years of office assistant or secretarial experience
- One to two years of related experience demonstrating customer service and inventory control or fulfillment skills
- North Carolina Notary Licensure
- Working knowledge of HIPAA privacy and security rules
- Familiarity with SharePoint, PolicyTech, and Navex software products
What We Do
Vaya Health is whole-person health organization helping those with behavioral health and intellectual or developmental disabilities connect with the right providers on their journey toward healing, recovery and hope. At Vaya Health, our goal is to embrace innovation, adapt to a changing environment and maximize resources for the long-term benefit of the people and communities we serve. We maintain a network of highly qualified providers, respond to individual and family needs on a local level and effectively manage public service dollars. Additionally, through a robust public outreach program, we educate the community about mental health, substance use disorder and I/DD issues and available services — individuals in need can speak with a representative any time. Through reinvestment initiatives, we are demonstrating every day how public managed care can benefit both the people who receive our services and the taxpayers of North Carolina. Every day, we work with each other, our providers, our partners and the people we serve to develop the best and most-needed services for a healthier North Carolina.
