Virginia Premier Health Plan, Inc.

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Executive Assistant

Executive Assistant

Job Locations 
US-VA-Glen Allen
Job ID 
2017-3871

Job Description

Overview

The Executive Assistant (EA) provides primary support to the Chief Operating Officer (COO) and Administration Department.  This position will play a key role in logistics, planning and communicating among all members of the COO’s executive leadership team.

Responsibilities

  • Draft Communications/Research on behalf of COO: Communications vary from formal company updates to recaps/follow-ups of various COO internal/external meetings. The EA needs to be able to articulate the COO’s viewpoints as needed in discussions and to conduct any research requested.
  • Support Executive Teams communication with the COO: Feedback from the COO is crucial in decision making for executives in the organization. The EA will be able to understand and articulate the various issues (accounting, HR, legal, etc.) that require feedback/guidance to the COO and revert back information to the executive team. S/he will provide advice to the COO on the various issues taking a hands on approach and carrying it through to implementation.
  • Coordination of Projects: The EA must ensure alignment across the various offices. To the extent there is a misalignment the EA will be able to mitigate by making recommendations. The COO will determine which projects require the involvement of the EA. Diplomacy and persistence are crucial to success in this aspect of the role.
  • Organization of company documents of various entities and management of filing systems: The EA role requires an organization of all company documents and implementation/management of filing systems. S/he will also be required to keep a calendar and to take notes as well as take care of booking as requested.
  • Preparation/Facilitation of Company meetings: The EA will make sure objectives of a meeting are realistic, well-articulated and make sure the COO is well prepared. The EA will be able to best leverage the COO's time by preparing all issues for discussion and working with the executive team to determine which issues merit discussion. The EA will coordinate with the executive team and offer assistance as needed in preparing for discussions with the COO.
  • Performs tasks requiring word processing, graphics for the department.  Maintains familiarity with company document formats and terms.
  • Assists in development organization of marketing and communications materials as well as RFP responses as required.
  • Coordination of other administrative assistants to facilitate and implement corporate projects.
  • Collects information from files or staff for routine inquiries or periodic reports.  Refers non-routine requests to supervisors or other staff.
  • Ensures programs and business processes meet necessary requirements and are accurately captured in Process Maps and SOPs.
  • Maintains Sharepoint sites with project documentation. Ensures that location and accessibility is provided to appropriate team members.
  • Constructs project related documentation: execution maps, process flows, power point presentations, excel spreadsheets and other documents that are needed to support projects.
  • Other duties as assigned

Qualifications

MINIMUM EDUCATION REQUIREMENTS

  • Bachelor’s degree in Business or related field preferred

 

SPECIAL KNOWLEDGE AND/OR SKILLS

  • Previous experience handling and disseminating confidential information while maintaining confidentiality and will utilize utmost discretion and confidentiality in interactions with staff
  • Previous office experience with knowledge of office machine and equipment
  • Ability to handle differing situations, problems, and deviations from the “norm” to ensure the smooth operation of the directorate – according to the supervisor’s general instructions, priorities, duties, policies and program goals
  • Ability to use good judgement and initiative to determine the approach or action required in non-routine situations
  • Proficient in Microsoft Office software, Adobe software and general computer
  • literacy with willingness to learn new skills
  • Proficiency in grammar, spelling and punctuation is required to produce printed materials accurately
  • Strong organization skills and ability to prioritize functions
  • Excellent telephone skills

 

WORK BACKGROUND/EXPERIENCE

  • Previous Executive level (COO and VP) secretarial and clerical experience is required.

 

PHYSICAL REQUIREMENTS

  • Physical health sufficient to meet the ergonomic standards and demands of the position.

 

We offer competitive salaries and a comprehensive benefits package to include excellent Medical, Dental and Vision Plans, Tuition Assistance, Infant-At-Work Program, Remote Work options and generous vacation and sick leave policies. Our culture supports an environment where employees can continuously learn and gain professional growth through various development programs, education, exciting projects and career mobility.  

 

Our mission is to inspire healthy living within the communities we serve!

 

About Us

Virginia Premier Health Plan, Inc. is a managed care organization which began as a full-service Medicaid MCO in 1995. Partnered with VCU Medical Systems we strive to meet the needs of the underserved and vulnerable populations in Virginia by delivering quality driven, culturally sensitive and financially viable Medicare and Medicaid healthcare programs.  Headquartered in Richmond, VA we also have offices in Roanoke, Tidewater and Bristol with additional satellite locations allowing us to serve over 200,000 members across eighty counties throughout Virginia. 

 

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

 

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