Apply on Employer Site

TriWest Healthcare Alliance · 23 hours ago

Executive Admin Assistant

Phoenix, AZ

Full-time

Onsite

Senior Level, Lead/Staff

10+ years exp

TriWest Healthcare Alliance is dedicated to serving America's heroes by connecting them to healthcare in the community. The Executive Administrative Assistant will provide high-level administrative support to the Office of the President and CEO and the Core Leadership Team, managing a variety of tasks including scheduling, travel arrangements, and communication to ensure smooth operations.

Health Care

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Manages daily administrative needs and workflow of the Office of the President and CEO and CLT members including scheduling, appointments, coordinating travel, maintaining calendars, department and group meetings, expense reports, files, etc

Completes administration including ordering meals and gathering meeting materials, assists with shareholder relations and communications and coordinates travel arrangements and itineraries (i.e. commercial flights, hotels, ground transportation) including the creation of expense reports

Screens incoming telephone calls, greets visitors, and handles correspondence. Responds to routine correspondence and assists with special requests and inquiries as required

Plans and coordinates travel itineraries for the Office of the President and CEO or CLT members as directed, handling complex logistical detail to ensure smooth, efficient travel. Coordinates commercial flights, hotels, and ground transportation. Maintains travel logs as needed and creates detailed expense reports

Handles meeting set-up and tear-down for internal and external meetings

Composes and prepares business and personal correspondence. Writes personal notes for special occasions with an understanding of the President and CEO's style and voice

Assists President and CEO or CLT member with special projects and written communications as requested

Maintains effective communication with the Assistant to the President and CEO to support the Office of the President and CEO and CLT

Conducts research and information gathering on behalf of the department and prepares summaries and reports

Ensures that the office area has adequate office supplies; printers are working properly

Coordinates with Human Capital to insure hiring of Executive Members or Consultants, by insuring onboarding needs are met prior to the start date – ordering IT equipment, desk set up, office tours and introducing new team members and scheduling introductory meetings

Serves as an internal and external liaison to carry out the Office of the President and CEO's or CLT member’s objectives

Performs other duties as assigned

Regular and reliable attendance is required

Qualification

Executive administrative supportMicrosoft 365Project managementEvent planningCommunication skillsOrganizational skillsCustomer serviceTeam playerFlexibilityAttention to detail

Required

High school diploma or G.E.D

Minimum of 10+ years of executive administrative support experience and five of which at the CEO/President/C-suite or equivalent

Flexibility and proven ability to reprioritize work and schedules. Capable of handling a variety of project simultaneously in a timely manner

Effective in a team environment, possessing a strong commitment to the CLT while exhibiting confidentiality in handling of information that may impact the organization

Advanced technical aptitude to resolve issues with VPN, Zoom, Microsoft 365 (Outlook, Word, Teams, PowerPoint and Excel) and DocuSign

Manage and prioritize complex Outlook calendars, coordinating meetings, travel arrangements and itineraries for CLT

Strong attention to detail and organizational skills

Exceptional grammar, writing, and communication skills. Ability to proof, edit, and compose documents

Experience with event planning including Board of Trustees meetings and activities