Job Description

Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public.

SPECIFIC RESPONSIBILITIES:

Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public.
Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.
Manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements.
Conducts research and information gathering on behalf of the executive and prepares summaries and reports.
Develops positive and strategic relationships at all levels of the organization.
Uses discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.
May be responsible for directing and deploying support staff or other resources.
Bachelor's degree or equivalent preferred.

This role description is a general description of the essential job functions. It is not intended to describe all the duties to be performed.

EDUCATION and/or EXPERIENCE:
Associate degree or equivalent, 3 years or relevant experience, or a comparable combination of education and relevant experience required. Relevant experience includes secretarial, administrative, and scheduling experience preferably within a medical or other health-related field.

CERTIFICATES, LICENSES, REGISTRATIONS:
Valid driver's license required.

COMPUTER SKILLS:
Excellent skills in Microsoft applications including Excel and PowerPoint and database applications required.

COMMUNICATION SKILLS:
Excellent verbal and written communication skills required.
Excellent customer service and interpersonal skills with individuals and groups required.

FOREIGN LANGUAGE SKILLS:
Spanish speaking skills preferred but not required.

PHYSICAL DEMANDS:
Frequently uses hands to handle or feel, talks, and listens. Occasionally walks, sits, and reaches with hands and arms. Sometimes stands, stoops, or kneels. Sometimes lifts up to 25 pounds. Vision requirements as related to computer work and driving.

WORK ENVIRONMENT:
Moderate noise level typical of a busy office environment with computers, printers.
KEY COMPETENCIES:

SERVICE - You have a service mindset and view everyone with whom you interact as your customer, including your teammates.

COMMUNICATION - You are comfortable communicating in person, over the phone, and through email, all with a friendly and professional tone. You prioritize prompt responsiveness, recognizing the important role you play in moving processes forward through communication.

DISCRETION - You operate with the mindset that information that is not your own, regardless of how trivial it may seem, is confidential first and shared only with permission.

PROBLEM SOLVING - You aren't afraid to think on your feet and encounter a problem you don't know how to immediately solve. You are less concerned with being right and more concerned about connecting with various resources to assist in solving the problem and learning new things along the way.

DETAIL ORIENTATION - Details matter to you and you develop systems and processes to help you manage a large volume of them. You envision a process from start to finish and understand all of the details that need to be taken care of in between to keep things running smoothly. You take pride in owning the details and it brings you joy to be trusted in this regard.

INITIATIVE - You don't wait to be told what to do. Instead, you anticipate needs and look for tasks you can take care of in the present to facilitate a smooth process in the future. You like to stay busy and love to jump in and help others when you have capacity

TECH ADAPTABLE - You are comfortable learning new technologies and web-based platforms. You view technology as a way to gain efficiencies. You recognize that you don't have to be an expert and view learning new technologies as an opportunity to grow professionally.

Reporting Relationship:
Reports to a Chair or Senior Leader.

Throughout the COVID-19 pandemic, MAHEC has worked tirelessly to promote evidence-based practices across our entire organization. With this in mind, all MAHEC employees and learners will be required to receive the COVID-19 vaccine or have an approved exemption (for employees only).

MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer. Black, Indigenous, People of Color and Spanish/English bilingual persons are strongly encouraged to apply.

MAHEC is a certified Living Wage employer through Just Economics of Western North Carolina. We offer excellent benefits and are committed to creating a diverse, inclusive, and equitable workplace.

Starting compensation for this position is $40,900 and offer is based on experience, educational requirements and internal team equity.

This job was posted on Wed Mar 30 2022 and expired on Thu Apr 07 2022.

Minimum $9K /yr

$48K /yr Average

Maximum $3M /yr

Tasks

Manage and maintain executives' schedules.

Make travel arrangements for executives.

Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

Answer phone calls and direct calls to appropriate parties or take messages.

Prepare responses to correspondence containing routine inquiries.

Open, sort, and distribute incoming correspondence, including faxes and email.

Greet visitors and determine whether they should be given access to specific individuals.

Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

File and retrieve corporate documents, records, and reports.

Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Provide clerical support to other departments.

Attend meetings to record minutes.

Process payroll information.

Interpret administrative and operating policies and procedures for employees.

Set up and oversee administrative policies and procedures for offices or organizations.

Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.

Compile, transcribe, and distribute minutes of meetings.

Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.

Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Skills

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Speaking - Talking to others to convey information effectively.

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.

Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.

Coordination - Adjusting actions in relation to others' actions.

Service Orientation - Actively looking for ways to help people.

Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Time Management - Managing one's own time and the time of others.

Knowledge

Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.