Executive Administrative Assistant - Lexitas

SUMMARY:  

The Executive Administrative Assistant performs a wide range of complex and confidential administrative and clerical support duties. This position requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts. A clear understanding of Company workflow, objectives, strategies, and vision is critical to success.

Essential Functions: 

• Provides a wide range of complex office administration and support to the management team.
• Facilitation of Team monthly meetings including agenda, meeting minutes and action items.
• Coordination of meeting materials, training sessions, travel, lunches, and dinners as needed.
• Coordination of special projects assigned ensures projects are continuously moving forward and contracts are current as well as provide status updates throughout the project cycle.
• Weekly sync with Management as needed to coordinate activities.
• Maintains inventory for office supplies, office equipment etc.
• Interprets and communicates the management instructions to the departments in his/her absence.
• Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.
• Gathers and analyzes information required for administrative reporting.
• Responsible or SPIRITED Award Nominations.
• Uses multiple technical applications including word documents, database management,spreadsheets, presentation software, electronic calendar, email, and other Company software.
• Answers and routes phone calls, mail and e-mail messages and may handle wide-range information dissemination.
• Perform receptionist duties as needed.
• Safeguards confidentiality of the medical records and complies with all local, state, and federal laws pertaining to medical records. Assures compliance with all HIPAA regulations concerning use, retrieval, storage, and sharing of medical records.
• Any other duties as assigned.

COMPETENCIES, SKILLS AND ABILITIES

• Must be an independent thinker.
• Work well with others.
• Ability to work with deadlines and work well under pressure.
• Ability to multi-task, plan and prioritization skills
• Clearly possesses customer relations, maintains professional demeanor.
• Must be a positive team player and be able to communicate with team members.
• Strong analytical, problem-solving, and negotiation skills
• Strong project management skills a must.
• Strong attention to details, efficient and highly organized.
• Possesses excellent verbal communication skills and able to neatly write / type instructions.
• General computer skills (Outlook, Word, Adobe Acrobat, Internet Explorer, Windows, and Outlook)
• Strong ability to create, edit and process Excel spreadsheets on own.
• Flexible schedule and available to work occasional overtime as required.
• Accepts direction well.

EDUCATION / EXPERIENCE

• Education: College degree preferred, or an equivalent of education plus experience in an office environment.
• Five plus years related experience with proven office administration and customer service skills required.
• Experience multiple deadlines required.
• Ability to work across teams and with a variety of projects and constituencies.

SUPERVISORY RESPONSIBILITIES: 

None

LANGUAGE SKILLS

Ability to effectively present information and respond to questions from internal and external customers whose first language is English.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

TRAVEL REQUIREMENTS

This position does not require travel

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time with or without notice.

AAP/EEO STATEMENT

Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation, or any other legally protected status.

EOE Employer/Vet/Disabled.

If you require reasonable accommodation in the application process, please contact Human Resources at HRDept@lexitaslegal.com for assistance.  All other applications must be submitted online.