Executive Assistant to Executive Vice President and Chief Operating Officer

Department:  Administration

Position:  Executive Assistant to Executive Vice President (EVP) and Chief Operating Officer (COO)

Employee Category:  Non-Exempt

Reporting Relationship:  Executive Assistant Manager

Character Qualities:

• Attentiveness- Showing the worth of a person or task by giving my undivided concentration.
• Discretion- Recognizing and avoiding words, actions and attitudes that could bring undesirable consequences.
• Hospitality- Cheerfully sharing food, shelter, and friendship with others.
• Resourcefulness- Making wise use of what others might overlook or discard.
• Enthusiasm- Expressing joy in each task as I give it my best effort.
• Endurance- The inward strength to withstand stress and do my best.
• Loyalty- Using difficult times to demonstrate my commitment to those I serve.
• Tolerance- Accepting others at different levels of maturity.
• Sincerity- Eagerly doing what is right with transparent motives.

Summary of Duties and Responsibilities:

Conserves the Executive’s time and promotes the corporate image by representing the EVP and COO internally and externally; provides liaison between the EVP, COO, executives, vendors, and employees. Serve as the personal and confidential Executive Assistant to the EVP and COO; assists the EVP and COO in various administrative functions and other related work as required. Provides support and backup for the Executive and Administrative Support Team. Calls for flexibility, excellent interpersonal skills, project coordination and the ability to work well with all levels of internal management and staff, as well as outside patients and vendors. Maintains confidentiality and uses discretion in handling highly sensitive assignments and materials. Completes projects and special assignments by establishing objectives; determines priorities; manages time; gains cooperation of others; monitors progress; problem-solves; and makes adjustments to plans as needed.

Primary Duties and Responsibilities but not limited to, the following: 

1. Performs general executive level assisting duties and report writings. Composes routine correspondence as needed by the EVP and COO.
2. Member of the Executive Support Team expected to support the team as needed and directed by the manager of executive support team and be cross trained in job functions with this team.
3. Schedules and attends meetings (virtual and in person) per EVP and COO discretion. Takes minutes for follow-up from meetings for discussion and assignments.
4. Serves as confidential assistant to the EVP and COO; composes and prepares correspondence, reports, memoranda, and other materials as directed by the EVP and COO.
5. Screens, answers, and makes phone calls at the discretion of the EVO and COO.
6. Administers Variety Care’s Reach Out and Read Program.
7. Sorts and distributes incoming mail and faxes for the EVP and COO.
8. Makes travel arrangements for the EVP and COO and staff when requested by the EVP and COO.
9. Understands and retains the confidential nature of materials with the EVP and COO and other members of the Executive team.
10. Works on special projects as requested by EVP and COO and Executive Support Team.
11. Establishes and maintains cooperative working relationships within the organization and community.
12. Support Variety Care’s accreditation as a Patient Centered Medical Home and our commitment to provide care to all Variety patients that is Safe, Effective, Patient Centered, Timely, Efficient, and Equitable.  Provide leadership and work with all staff to achieve the goals of the “Triple Aim” of healthcare reform—to improve the experience of care, improve health outcomes, and decrease healthcare costs.
13. Embodies the strength of personal character. Places value on being an open and honest communicator who displays high moral and ethical conduct, integrity, adaptability, and sound judgment.  Must be a leader in the department and community. Result-oriented problem solver who is responsible and accountable.
14. Performs other duties as assigned.

Requirements, Special Skills or Knowledge:

1. High School Diploma or GED
2. Some college credit or three to five years of work experience.
3. Advanced computer skills in software applications such as Microsoft Office: Specifically, Word and Excel.
4. Experience working under pressure and deadlines.
5. Ability to work overtime as needed.
6. Ability to travel 20%.
7. Experience maintaining a high degree of confidentiality.
8. Expert organization skills; Accurate and attentive to detail.
9. Expert communications and public relations skills
10. Expert mathematical skills.
11. Experience assisting and supporting others in a professional and respectful manner.
12. Experience multi-tasking and prioritizing projects and plan work activities using time efficiently.

Preferred Requirements, Special Skills or Knowledge:

1. Bilingual (English/Spanish).

ADA Requirements: 

1. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel and talk or hear. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.