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HMSA · 1 week ago

Executive Assistant

Honolulu, HI

Full-time

Onsite

Mid Level

$53K/yr - $99K/yr

3+ years exp

HMSA is seeking an Executive Assistant to provide comprehensive administrative and clerical support to the Executive team. The role involves managing schedules, drafting correspondences, coordinating meetings, and overseeing special projects with minimal supervision.

AssociationHealth CareInsuranceMedical

Responsibilities

Relieves the CEO/assigned Executive(s) of majority of administrative functions and tasks, ensuring the most effective/efficient use of the Executive's attention and focus

Drafts routine and specialized correspondences on behalf of the CEO/assigned Executive(s)

Receives, reviews and determines the appropriate parties to channel/direct sensitive, proprietary, and confidential matters to

Actively follows up on the status of pending issues, conducts independent research on subject matters related to Executive's business areas and corporate position, and when appropriate responds independently on behalf of the executive in a timely manner

Responsible for the inventory of supplies on the Executive floor

Coordinates and hosts a variety of internal and external visitors

Receives, escorts, and announces internal/external visitors to the Executive offices

Resolves meeting or event conflicts

Exercises independent judgment when prioritizing communications and determining urgency, escalation needs, and appropriate contact with CEO/assigned Executive(s)

Assesses situations and interrupts CEO/assigned Executive(s) schedule for issues/situations that the Executive Assistant determines require immediate action

Answers and routes phone calls appropriately

Oversees and maintains the calendar for CEO/assigned Executive(s) in highly organized and efficient manner

Evaluates and prioritizes appointments and meetings based on urgency and business impacts, adjusting as needed

Ensures CEO/assigned Executive(s) have an appropriate amount of time to effectively meet various obligations

Books venue(s) for meetings, creates agendas, obtains relevant handouts/brochures, and procures refreshments for the meeting

Maintains a global view of scheduling, efficiently and effectively coordinates with other assistants for meetings that require multiple Executives

Arranges and books complex multi leg itineraries for executive or assigned parties as required

Monitors and manages the corporate communications channel for CEO/assigned Executive(s)

Ensures the timely and accurate flow of information to and from the executive offices including but not limited to marketing initiatives, policy/procedure updates, corporate communications, and any other item that have companywide impact

Prepares and modifies presentations and responses for both internal and external audiences

Acts as a liaison by planning and scheduling across various communication channels to ensure all internal and external parties are well informed

Responds independently to complex matters of significance impacting business goals and outcomes

Lead/coordinates internal and external special projects and community engagement activities, simple to complex in nature, based on Corporate goals or initiatives

Researches and evaluates vendors, obtains and reviews RFPs, conducts cost-benefit analysis, negotiates and enters into contracts for products or services on behalf of HMSA ensuring selection of the best vendor/contractor to meet project objective

Efficiently guides vendors/contractors through the Contract Vendor Management (CVM) process

Provides direction and guidance to volunteer staff and external vendors

Also responsible for miscellaneous support tasks during projects/events

Reviews and approves purchase orders and invoices within assigned signing powers/levels

Acts as a liaison with various departments to ensure financial, budgeting, and accounting procedures are being followed, and authorizations are obtained

Performs all other miscellaneous responsibilities and duties as assigned or directed

Qualification

Administrative support experienceMicrosoft Office applicationsWritten communication skillsVerbal communication skillsProfessionalismFacilitation techniquesMulti-tasking