Senior Executive Assistant

*MOSAIC FAMILY HEALTH – EXECUTIVE ASSSITANT (Job Description)* *Position Title: EXECUTIVE ASSISTANT* *Department: Program Office* *Location: Mosaic Family Health* *Workweek: 8 am – 5 pm* *POSITION / PURPOSE:* *Under general direction, coordinate related activities * * *Admin Support – Executive Director, Director of Operations and Prog Director* * Calendar management * Any needed research for reports or presentations * Draft, proofread, edit, copy, save letters, reports, or other documents, as directed * Working discreetly with sensitive information to maintain confidentiality and security * Ensure deadlines are met * *Executive / Leadership / Faculty Meetings * * Meetings schedule * Meeting preparations, logistics and coordination, catering if needed * Setup/Clean Up * *Mosaic Board of Directors, Finance Team and Property Board administrative support* * Communication with Board/Team members * Meeting schedule * Meeting preparations * Setup/cleanup * *Program Office Support* * Office Mail sorting * Filing / typing * Equipment Assistance (incl.
printers/copiers) * *Campus / Business Project Management Support* * *Mosaic Event Planning/Coordination – annual retreat, graduation, United Way Campaign, etc,* * *Weekly Clinic & Call Schedule Coordination* * Set up spreadsheet templates for academic year when block dates are set.
Add data when known.
* *Faculty Clinic & Staffing Schedules* * Set up spreadsheet templates for academic year – faculty time away, conference planning, etc – and add data when known * Coordinate outside staffers * OB Call Pool communication * *Faculty Clerical Support* * Faculty, FAB, CPP Meetings (agendas & minutes) * Process Time away requests * *Faculty Recruitment / Orientation / Onboarding Support* * *Resident Orientation / Onboarding Support* * *Clerical Support* * Behavioral Team * *Clinical Activities Support* * Internal Mosaic meeting arrangements (e.
g.
Wellness Team, Messaging Team, IDEA, etc) * Clinical forms/Mosaic labels - creation/updating/copying * *Monitor/Manage/Order Supplies and Equipment – Outside Vendors* * Ordering supplies / service for office machines * Paper / office / cleaning supplies * Mosaic merchandise/materials * *Business Activities Admin* * Assist Processing of Accounts Payables / credit card statement * Policies / Procedures * *Internal Directory/Phone Listing Updates * * *CME Events Annually *(if/when re-started) * *Fundraising Admin Assistance* * *HR Support * * Staff onboarding / orientation assistance * *Provide Notary Service *(Faculty, Residents, Staff only) *KNOWLEDGE, SKILLS & ABILITIES* Excellent oral and written communication skills are essential.
Strong critical thinking, problem solving and attentiveness to detail, required.
Ability to demonstrate responsibility and dependability when completing assignments, plan and organize work according to established priorities and complete assignments accurately within established timeframes.
Demonstrate cooperation, courtesy and consideration when working effectively with varied personnel.
Ability to work independently and as part of team.
Strong organizational skills and the ability to prioritize multiple assignments and deadlines.
*EDUCATION:* High School Diploma or equivalent (at a minimum), associate’s degree or additional education a plus.
Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) certification a plus *EXPERIENCE:* 5 years of progressively responsible administrative support experience or tenure, which includes coordination programs.
Proficiency in Microsoft Word, Excel, Power Point, Publisher is essential.
*PHYSICAL DEMANDS:* Manual Dexterity: Work requires definite skilled and accurate physical operations requiring some closely coordinated performance.
Physical Effort: Work requires handling light weight materials or equipment with no special speed or exertion, with occasional moderate weight activities.
Working Conditions: Ordinary office working conditions Hazards: Negligible.
Little or no exposure to hazards.
The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job.
They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.
Scheduling flexibility is required to accommodate changing business needs.
Job Type: Full-time Pay: From $52,000.
00 per year Benefits: * 401(k) matching * Dental insurance * Employee assistance program * Health insurance * Life insurance * Paid time off * Vision insurance Schedule: * 8 hour shift Work Location: In person