Senior Executive Assistant - AlohaCare

Apply on line at http://www.alohacare.org/Careers/Default.aspx

The Company:

AlohaCare is a local, non-profit health plan serving the Medicaid and Medicare dual eligible population. We provide comprehensive managed care to qualifying health plan members through well-established partnerships with quality health care providers and community-governed health centers. Our mission is to serve individuals and communities in the true spirit of aloha by ensuring and advocating access to quality health care for all. This is accomplished with emphasis on prevention and primary care through community health centers that founded us and continue to guide us as well as with others that share our commitment. As Hawaii’s third-largest health plan, AlohaCare offers comprehensive prevention, primary and specialty care coverage in order to successfully build a healthy Hawaii.

The Culture:

AlohaCare employees share a passion for helping Hawaii’s most underserved communities. This passion for helping and caring for others is internalized and applied to our employees through a supportive and positive work environment, healthy work/life balance, continuous communication and a generous benefits package.

AlohaCare’s leadership empowers and engages its employees through frequent diversity, recognition, community, and educational events and programs. AlohaCare has a strong commitment to support Hawaii’s families and reinforces a healthy work/home balance for its employees. Because AlohaCare values honesty, respect and trust with both our internal and external customers, we encourage open-door, two-way communication through daily interactions, employee events and quarterly all-staff meetings. AlohaCare’s comprehensive benefits package includes low cost medical, dental, drug and vision insurance, PTO program, 401k employer contribution, referral bonus and pretax transportation and parking program.

These employee-focused efforts contribute to a friendly, team-oriented culture which is positively reflected into the communities we serve.

Job Summary:

The Senior Executive Assistant (Sr. EA) serves as the CEO’s primary point of contact for internal and external partners. The Senior EA completes critical tasks and deliverables that facilitate the CEO’s ability to effectively lead the company. This position also serves as a liaison to the board of directors and senior management teams, organizes and coordinates executive outreach, and oversees special projects. This role requires the use of high-level judgment, initiative, attention to detail and sound decision making. The ideal candidate is mission-driven, results-driven and community oriented, with strong written and verbal skills, works independently and manages multiple competing priorities. Adherence to absolute confidentiality is imperative.

Primary Duties, Responsibilities and Competencies:

CEO Support:

• Key point of contact for CEO, managing an extremely active calendar.
• Maintain daily schedule for CEO.
  • Acts as gatekeeper to ensure CEO’s schedule is followed and respected; manages conflicts to ensure company goals and objectives are prioritized.
  • Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Intakes and sorts CEO’s mail, composes and prepares correspondence and communications on behalf of CEO including letters, memos and reports for the CEO and Board.
• Ensure all communications, tasks, projects and interactions are conducted professionally, clearly, timely and accurate.
• Arranges CEO & Board travel plans, itineraries and required documents.
• Processes expense reports, membership subscriptions and various documents for payments and reimbursements.
• Arranges and schedules meeting with internal and external partners, including drafting agendas and preparing and distributing printed and/or electronic materials.
• Responsible for producing documents/projects, including complex charts, and slide presentations.
• Researches, prioritizes, and follows up on incoming issues and concerns as required and determines appropriate follow-up referral or response.
• Demonstrates strong customer service skills and leadership through relationship building with internal and external partners.

Board of Directors Support:

• Key point of contact for day-to-day communications with Board of Directors. Requires frequent interaction and coordination with Board members.
• Prepare and organize agendas and materials for Board and subcommittee meetings.
• Take, organize, and maintain minutes from Board of Directors and subcommittee meetings.
• Plans and arranges board meetings and special events including retreats and off-site meetings.
• Responsible to maintain AlohaCare’s confidential information in accordance with AlohaCare policies, and state and federal laws, rules and regulations regarding confidentiality. Employees have access to AlohaCare data based on the data classification assigned to this job title.

Internal and External Partnerships

• Liaise with internal departments and community organizations on CEO related meetings, deliverables and special projects; builds credibility and trust with others.
• Participates in and/or supports Executive team meetings as requested from planning to execution and follow-up.
• Coordinates and participates in meetings with external partners, including community-based organizations (CBOs), regulators and others.
• Oversees and supports organizational events sponsored by the CEO, as requested.

Required Competencies and Qualifications

• Associate degree or equivalent.
• 3 years experience with high level executive interactions and support.
• Advanced technical skills, with an exceptional working knowledge of the Microsoft suite of products (word, outlook, excel, power point), Adobe Acrobat and Social Media Platforms
• Word processing skills of 45-60 wpm with a high degree of accuracy.
• Advanced written and verbal communication skills.
• Strong organizational and planning skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to maintain confidentiality with company and personnel information.
• Strong ability to analyze problems and propose and/or act upon appropriate solutions.
• Ability to interact and communicate effectively with community leaders.
• Team player with demonstrated ability to work with individuals at all levels within the organization.
• Positive attitude and ability to accept direction.
• Must maintain a punctual and regular schedule.
• Flexible and adaptable to changing priorities.
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Must be able to work independently to perform a variety of administrative functions which require the use of judgment and initiative to determine the approach for non-routine situations.

Preferred Competencies and Qualifications:

• Bachelor’s degree in related field.
• Previous health care experience is desirable.

Physical Demands/Working Conditions:

• May require prolonged sitting - up to 4 hours; occasional lifting, up to 20 pounds.
• Requires operation of a computer workstation, including keyboard and video display terminal.
• Business hours are Monday through Friday 8:00 a.m. to 5:00 p.m. At times, may need to work earlier or later depending upon the needs of the situation.

Salary range: $58,000 – 66,000 annually

AlohaCare is committed to providing equal employment opportunity to all applicants in accordance with sound practices and federal and state laws. Our policy prohibits discrimination and harassment because of race, color, religion, sex (including gender identity or expression), pregnancy, age, national origin, ancestry, marital status, arrest and court record), disability, genetic information, sexual orientation, domestic or sexual violence victim status, credit history, citizenship status, military/veterans status, or other characteristics protected under applicable state and federal laws, regulations, and/or executive orders.