Job Description

Position Summary:

The Executive Assistant to the CEO Office will provide comprehensive administrative support to the CEO, CFO, General Counsel, and the Executive Leadership Team (ELT) at ActivStyle. This role requires a highly organized, proactive, and detail-oriented professional who can manage multiple priorities with discretion and efficiency. The Executive Assistant will be a key facilitator in ensuring the smooth operation of the executive offices.

Essential Functions and Job Responsibilities:

Administrative Support:

• Manage and maintain complex calendars for the CEO, CFO, General Counsel, and other ELT members as necessary, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize materials for meetings, presentations, and reports.
• Handle incoming and outgoing communications, including emails, phone calls, and correspondence, with a high degree of professionalism and confidentiality.

Meeting Coordination:

• Coordinate and facilitate executive meetings, including board meetings, leadership team meetings, and other high-level conferences.
• Prepare agendas, distribute materials, take minutes, and track action items and follow- ups.
• Ensure meeting logistics are managed efficiently, including venue setup, audio-visual requirements, and catering.

Travel Management:

• Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries.
• Prepare travel expense reports and ensure timely reimbursement processing.

Document Management:

• Draft, edit, and proofread documents, presentations, and correspondence.
• Maintain and organize executive files, both electronic and paper, ensuring easy access and retrieval of information.
• Handle sensitive and confidential information with discretion.

Project Support:

• Assist with special projects and initiatives as directed by the CEO, CFO, General Counsel, and ELT.
• Conduct research, compile data, and prepare reports to support executive decision- making.
• Track project milestones and deliverables, ensuring timely completion of tasks.

Communication and Liaison:

• Act as a liaison between the executives and internal/external stakeholders, fostering strong relationships and effective communication.
• Screen and prioritize communications, ensuring important matters are addressed promptly.
• Represent the executive office in a professional and courteous manner.

Office Management:

• Oversee office operations and ensure the executive office runs smoothly.
• Order office supplies, manage inventory, and coordinate maintenance of office equipment.
• Assist with the organization of company events and functions.
• Maintain patient confidentiality and function within the guidelines of HIPAA.
• Completes assigned compliance training and other educational programs as required.
• Maintains compliant with ActivStyle’s Compliance Program and applicable company policies, procedures, and patient protocols.
• Perform other related duties as assigned and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.

  Competency, Skills, and Abilities:

• Exceptional organizational and time management skills.
• Excellent ability to communicate both verbally and in writing.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to handle multiple tasks simultaneously and work under pressure.
• High level of discretion and professionalism in handling confidential information.
• Ability to adapt and be flexible in a rapidly changing environment, be patient, accountable, proactive, take initiative and work effectively on a team.
• Analytical and problem-solving skills with attention to detail
• Decision Making
• Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction.

  Education and Experience Requirements:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Minimum of 5 years of experience as an executive assistant or in a similar administrative role, preferably in the healthcare or corporate sector

  Physical Demands and Work Environment:

• Work environment will be stressful at times, as overall office activities and work levels fluctuate.
• Must be able to bend, stoop, stretch, stand, and sit for extended periods of time.
• Subject to long periods of sitting and exposure to computer screen.
• Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use.
• Metal ability to work in a fast-paced work environment.
• Must be able to lift 30 pounds as needed.
• May be exposed to angry or irate customers or patients.
• Excellent ability to effectively communicate both verbally and written with internal and external customers with the ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
• Physical and mental ability to analyze data, problem solving and critical thinking.
• Mental ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
• Ability to work after non-business hours as needed and travel as needed.

This position is eligible for Medical, Dental, Vison, 401k, PTO, Sick & Safe time for applicable states, Holiday pay. Compensation range for this role is $40,000-$90,000. 

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