Executive Assistant - Grants Pass
Located in Grants Pass, OR
This position is responsible for providing logistical support and office coordination on behalf of the CEO, ensuring the appropriate systems and tools are in place to promote the organization’s overall success by performing the following duties.
Provides assistance to the CEO, including general office management and meeting and event coordination.
Provides comprehensive support services to the CEO that ensures interactions with the Company are professional, responsive and leave an effective impression of the organization as a whole.
Ensures Smooth day-to-day engagements on behalf of the CEO
•Creates and/or coordinates with others to create written correspondence, minutes, presentations, graphics, and other forms of communication with internal and external constituencies on behalf of the CEO.
•Provides sophisticated calendar management which includes prioritizing inquiries and requests, both internal and external, while troubleshooting conflicts with little guidance.
•Administers correspondence, manages incoming calls, and prioritizes phone messages, emails, and mail while ensuring all encounters are handled with grace, sophistication, and professionalism.
•Serves as liaison between the CEO and the Board of Governors, Shareholders, Stakeholders, and AllCare Management.
•Provides timely and proactive management of the Company’s office environment.
•Arranges for on-site and off-site meetings and retreats, including booking conference rooms, hotel reservations, setting up projector and/or video conferencing equipment, ordering and setting up meals, and post-meeting clean up.
•Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences.
•Sets up conference room and takes minutes at Board of Governor’s meetings.
•Creates and distributes meeting agendas and meeting packets.
•Writes eloquent letters and emails for various events and announcements to internal and external constituencies.
•Schedules internal and external meetings on behalf of the CEO, including maintenance of electronic calendars and constituent contact information.
•Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence, and facilitates relationships through management of personal information among CEO contacts.
•Answers and directs general calls and emails on behalf of the CEO.
•Maintains physical and electronic office filing system on behalf of the CEO.
•Assists with recruitment efforts, new hire orientations, on-boarding and terminations for IPA members and leadership positions across the Company.
•Serves as liaison with the Company’s Human Resources Department to ensure new hires receive the tools and resources needed for successful on-boarding.
•Sets up all staff meetings, maintains internal electronic staff calendars, and organizes team events.
•Coordinates with internal staff and external contractors on all matters related to building management, including utilities, office equipment, maintenance, and communication support.
•Serves as liaison for ensuring business continuity in the event of power outages or other unplanned events that may interrupt normal operations.
•Makes travel arrangements on behalf of the CEO.
•Manages CEO business expenses including processing and submitting receipts accurately and on schedule.
•Maintains confidentiality and uses a high degree of discretion.
•Maintains punctual, regular and predictable attendance.
•Works collaboratively in a team environment with a spirit of cooperation.
•Respectfully takes direction from manager.
•Other duties as assigned.
Education & Experience:
•High school diploma or general education degree (GED); or five to seven years related experience and/or training; or equivalent combination of education and experience.
•Professional experience in an executive assistant role or the equivalent and experience with customer relations management is strongly preferred.
Language Skills, Mathematical Skills, Computer Skills, Reasoning Ability, Interpersonal Skills.
Express Office: Medford
3523 Arrowhead Drive
Medford, OR 97504