Executive Assistant

Executive Assistant

Position Classification: 
Exempt

Position Reports To: 
President/CEO, Executive VP/CFO, COO

Position Overview:

The Executive Assistant is responsible for the effective and efficient operation of the HealthNet Aeromedical Services, Inc. administrative office. The incumbent completes daily tasks in support of the Executive leadership team and other members of the leadership team as required. The Executive Assistant attends meetings involving and is otherwise exposed to high-level, sensitive and confidential matters and is entrusted with the responsibility to maintain strict confidentiality and professional discretion. 

Minimum Required Educational Level:

Completion of an accredited certificate or associate degree in business operations or related field

Preferred Educational Level:

Completion of an accredited bachelor’s degree in business operations or related field

Required Previous Experience:

Three years of position-related experience in a corporate environment

Proficiency with Microsoft Office suite

Preferred Previous Experience:

Four or more years of experience supporting executive leaders in a fast-paced corporate environment

Required Certifications and/or Registrations:

N/A

Post-Hire Training, Certifications, Licenses and/or Registrations:

N/A

Environmental and Mechanical Considerations:

This is a fully onsite position. The Executive Assistant generally conducts his/her activities in a controlled, office environment. Limited exposure to electrical and mechanical hazards may exist in this environment. Occasional travel to remote helicopter and ambulance bases may be required in support of organizational activities. During these visits the incumbent may be exposed to loud noises and operating mechanical equipment.

Physical Demands:

• Ability to lift, push, pull and transfer boxes and/or equipment up to twenty-four pounds
• Ability to twist upper body while moving boxes and/or equipment
• Ability to stand, walk, climb, balance, reach, stoop, bend and crouch for extended time periods
• Ability to smell and identify odors
• Ability to use close, distant and peripheral vision, depth perception, and visual focus
• Ability to clearly hear and interpret voice and to engage in telephone communication

Post-Hire/On-Going Personal Assessments:

Randomized and specific need drug and alcohol usage testing

Position Specific Accountabilities:

• Manages and ensures timely administrative functions for executive leaders.
• Manages schedule for executive leaders.
• Maintains calendar of events for HealthNet corporate activities and administrative deadlines.
• Manages travel for executive leaders and other staff members.
• Maintains receipts for President/CEO and reconciles administrative office credit card statements.
• Coordinates / schedules on-site and off-site corporate meetings and training events and manages use of meeting rooms in the administrative office.
• Manages regional and national conference arrangements and expense reporting for members of the leadership team.
• Manages vendor registration for conferences.
• Assists with preparation and distribution of documents and meeting minutes for meetings of the Board of Directors, leadership team, and other committees.
• Manages clerical aspect of national accreditation and state licensure processes, including coordination of workflow leading to the successful completion of all requirements.
• As required, serves as liaison between HealthNet Aeromedical Services and individuals/organizations requesting documents (ex. WV Office of EMS).
• As required, serves as liaison between HealthNet Aeromedical Services and contracted service providers. 
• Serves as point of contact for rental car agency.
• Maintains physical keys within administration building.
• Serves as liaison for building needs including, but not limited to housekeeping services, ordering furniture and supplies, scheduling repairs to existing equipment or systems, scheduling replacement of equipment, scheduling landscaping service, and communicating with pest control services.
• Collaborates with information technology personnel to manage office I/T needs.
• Maintains required postings (ex. business licenses, etc.)
• As needed, assists leaders with employee lodging needs for trainings, etc. and/or rental cars for off-site obligations.
• Answers telephones, routes calls, accurately takes messages and routes messages to the appropriate individual and provides general organizational information to callers. Maintains coverage schedule for all those participating in this function. 
• As requested, participates in other company projects as assigned (ex. employee recognition tracking, employee satisfaction survey result management, etc.)
• Conducts other tasks traditionally assigned to an office manager and completes other duties as assigned by executive leadership team.

Company Accountabilities, Expectations, and Competencies:

Maintains a clean, neat, professional workspace

Follows standards developed by appropriate governmental bodies 

Remains available and willing to work beyond the end of scheduled shift or on unscheduled days and at any HealthNet Aeromedical Services location as required for efficient organizational operation and growth

Values educational programs offered by the organization and strives to make personal education a priority. Takes ownership of educational expectations and demonstrates engagement in classes. Takes initiative in downtime to practice skills and takes initiative to seek out learning opportunities to grow beyond current role

Provides the highest quality service, delivered with concern and compassion. Constantly assessing and working to improve all components within scope of position and job function. Accepts responsibility for own actions; doesn't place blame on others. Welcomes constructive feedback. Does quality work and completes duties timely without working around defined processes. Is committed to the wise use of company resources and strives to reduce waste or re-work

Values safety above all. Recognizes that safety is our company culture and demonstrates commitment to safety in every aspect of work. Addresses any safety hazards and if unable personally to correct, reports immediately and takes efforts to protect others from the hazard. Consistently demonstrates safe work practices designed to avoid injury and reduce exposure to illness, and demonstrates teamwork in promoting a safe, secure, and accident-free environment

Serves our patients, customers, and other healthcare and public safety professionals. Consistently exceeds expectations of those we serve. Anticipates needs and is proactive in dealing with concerns with courtesy and an appropriate sense of urgency. Identifies opportunities to improve our responsiveness to those we serve

Within the scope of his/her qualifications and experience, performs other duties as assigned 

Performance Evaluation Schedule:

Annually, according to job family schedule

We are an EEO employer

Revised: 9/26 TDS