Executive Assistant I - MPSO (Full-time Hybrid, North Carolina Based)

The Executive Assistant for the Member and Provider Services Operations Division is delegated responsibility for managing the administrative functions for the entire division and interacts routinely with all levels of Alliance leadership and staff, as well as external customers.

Division Office Management

• →Set work priorities
• →May assist in running the division on a day-to-day basis
• →Resolve problems and conflicts using initiative and judgment in determining approach and methods
• →Order and track supplies for the Division
• →Track P card expenditures, maintain documentation, and prepare and submit monthly report 
• →Liaise with Facilities department on work space and maintenance issues
• →Liaise with vendors as needed 
• →Make travel arrangements for Division personnel
• →Review and route correspondence to appropriate individuals for preparation of replies
• →Draft, edit, and disseminate letters, memos, and other documents
• →Manage calendars
• →Manage and maintain details for the COO and others in the division as assigned.
• →Conduct research, interpret, and analyze a variety of complex and varied policies, procedures, and processes.
• →Streamline division office procedures and workflows
• →Maintain functionality of copier/scanner. Replace toner, paper, staples, contact appropriate repair staff for to fix problems with copier.
• →May serve as staff assistant by representing the COO on various committees or represent the COO in dealings with external organizations

Meeting Support

• →Arrange meeting logistics, including agenda preparations, documents, technical set up and invitations
• →Prepare and edit presentations
• →Take/transcribe minutes and publish as required

General administrative support for the Organization

• →Assist at Front Desk as requested. Answer phones, greet visitors, handle incoming and outgoing mail, prepare certified mail, print stamps and labels

Manage and Develop Staff

• →Work with Human Resources and the COO to attract, maintain, and retain a highly qualified and well-trained workforce
• →Ensure staff are well trained in and comply with all organization and department policies, procedures, and business processes
• →Organize workflows and ensure staff understand their roles and responsibilities
• →Ensure the team has the needed tools and resources to achieve organizational goals and to support employees and ensure compliance with licensure, regulatory, and accreditation requirements
• →Actively establish and promote a positive, diverse, and inclusive working environment that builds trust 
• →Ensure all staff are treated with respect and dignity
• →Ensure standards are transparent and applied consistently, impartially, and ethically over time and across all staff members
• →Work to resolve conflicts and disputes, ensuring that all participants are given a voice
• →Set goals for performance and deadlines in line with organization goals and vision
• →Effectively communicate feedback and provide ongoing coaching and mentoring to staff and support a learning environment to advance team skills and professional development
• →Cultivate and encourage efforts to expand cross-team collaboration and partnership

Education & Experience

High School degree or equivalent and five (5) years of progressively responsible administrative experience including two (2) years of administrative or office management experience involving substantial public contact, information gathering, and writing experience;

or 

Associate’s degree and three (3) years of related experience; 

• Thorough knowledge of office management practices.
• Knowledge of Microsoft Office products; Word, Excel, PowerPoint (A MS Excel and PowerPoint test will be administered to assess candidates' level of proficiency).
• Skill in communicating, both verbally and in writing.
• Skill in organizing workflow and coordinating activities. 
• Skill in developing presentations, presentation materials, and reports.   
• Ability to use audiovisual equipment and to train others in its use.
• Ability to establish and maintain effective working relationships with subordinates, peers, management, and the general public. 
• Ability to coordinate a variety of resources in gathering information and independently answering inquiries.
• Ability to exercise independent judgement and discretion.
• Ability to resolve problems and questions independently. 
• Ability to plan and coordinate special projects, information systems, and day-to-day operations
• Ability to analyze and interpret a variety of policy and procedural guidelines for problem resolution and/or information purposes;
• Ability to prioritize and manage a volume of complex administrative tasks.

$23.36 - $29.78/ Hourly