Executive Assistant - Acentra Health

Acentra Health exists to empower better health outcomes through technology, services, and clinical expertise. Our mission is to innovate health solutions that deliver maximum value and impact. 

Lead the Way is our rallying cry at Acentra Health. Think of it as an open invitation to embrace the company's mission, actively engage in problem-solving, and take ownership of your work daily. Acentra Health offers unparalleled opportunities. You have all you need to take charge of your career and accelerate better outcomes, making this a great time to join our team of passionate individuals dedicated to being a vital partner for health solutions in the public sector. 

Acentra is seeking an Executive Assistant to join our growing team.

Job Summary:

The Executive Assistant will provide support to the Chief Transformation Officer and one or two additional Executive Leadership Team (ELT) leaders. In addition, the EA will assist with the needs of other departments, on an as-needed basis.

Requirements

Job Responsibilities:

• Calendar Oversight: Manage and coordinate schedules for the Chief Transformation Officer and another ELT leader, ensuring appointments are prioritized and potential conflicts are proactively resolved.
• Sensitive Matter Prioritization: Assist in prioritizing high-impact or sensitive matters, enabling executives to focus on critical responsibilities.
• Reminders & Scheduling Assistance: Provide timely reminders for meetings, deadlines, and key events, supporting efficient time management for executives.
• Organizational Systems Creation: Develop and maintain organizational systems for both digital and physical records, ensuring easy access and proper filing as requested.
• Information Security: Ensure that sensitive documents are securely handled, respecting confidentiality protocols.
• Event Support for C-Suite Activities: Assist the Administrative Manager in coordinating logistics for executive events, business offsites, and meetings hosted at headquarters or nearby venues.
• Venue and Resource Management: Arrange appropriate venues, coordinate necessary supplies and equipment, and ensure the availability of refreshments and other amenities for a seamless event experience.
• Conference Room Reservations: Secure conference room bookings and arrange for necessary technology, supplies, and refreshments.
• Meeting Documentation: Record and transcribe meeting minutes, tracking action items to ensure follow-through on key discussions and decisions.
• Material Preparation: Assist in drafting, editing, proofreading, and formatting presentations and other executive-level materials to ensure a polished final product.
• Presentation Support: Ensure that all materials meet company standards and are ready for executive use.
• Travel Arrangements Coordination: Collaborate with the Travel Manager to arrange both domestic and international travel, handling hotel bookings, flights, and ground transportation for a smooth executive travel experience.
• Expense Reporting: Prepare and submit travel expense reports for executives, ensuring compliance with company policies.
• Invoice and Purchase Requisition Processing: Review and submit invoices and purchase requisitions to maintain efficient financial tracking.
• Regular Updates and Communication: Meet routinely with executives to provide updates on outstanding items, share relevant information, and clarify support needs.
• Credit Card Reconciliation: Reconcile monthly corporate credit card statements, ensuring accuracy and compliance with financial policies.
• Backup Support for Other Executives: Provide backup administrative support as needed to other officers, ensuring continuity in executive support across the organization.
• Corporate Ambassador Role: Act as an ambassador at headquarters, liaising with the Chief of Staff, Administration Manager, and other organization members to maintain a supportive and well-informed environment.

Required Qualifications/Experience:

• 5+ years ‘experience as an Executive Assistant.
• 3 years' experience supporting C-Suite
• Microsoft Office Suite Mastery: Highly skilled in Word, Excel, Outlook, PowerPoint, SharePoint, and Teams (enabling efficient creation management, and sharing of documents, data, and presentations).
• Extensive experience supporting executive leaders, particularly in complex, multi-business line environments, and a strong understanding of organizational structure.
• Proven track record in organizing corporate events, both in-person and virtual, with the ability to manage logistics and provide a seamless experience for all participants.
• Tact, Discretion, and Independent Judgment: Regularly exercises tact, initiative, and sound judgment within established guidelines, supporting the executive team’s objectives.

Preferred Qualifications/Experience:

• Education: Bachelor’s degree
• Event Platform Experience: Demonstrated experience in hosting and managing events on platforms (i.e. Zoom, Teams) including coordination of hybrid events with spotlight features and break-out sessions.
• AI and Workflow Automation: Embraces emerging technologies, particularly AI tools, to streamline workflows and increase efficiency through automation.
• Organizational & Multitasking Abilities: Exceptionally organized, with a demonstrated capacity to manage multiple tasks, prioritize, and adjust to dynamic work environments.
• Confidentiality and Discretion: Proven ability to handle sensitive and confidential information with the utmost discretion, ensuring secure and compliant handling of all data, records, and communications.
• Attention to Detail: Displays meticulous attention to detail, contributing to accuracy and high-quality deliverables.

Communication and Interpersonal Skills

• Excellent Verbal & Written Communication: Skilled in clear, concise, and professional communication, both written and verbal, suitable for interactions with executives and broader organizational stakeholders.
• Interpersonal and Emotional Intelligence: Displays strong interpersonal skills and emotional intelligence, facilitating effective collaboration and positive relationships across all levels of the organization.

Flexibility and Availability

• Availability & Commitment: Willingness to be available after hours and on weekends, demonstrating flexibility to support critical needs outside of standard business hours.
• Physical & Remote Work Flexibility: Primarily onsite presence at headquarters with the flexibility to work remotely as staffing and priorities allow, and availability to support special events.
• Transportation and Mobility: Access to a vehicle and a valid driver’s license, enabling the ability to complete any necessary offsite tasks or errands within the area.

#LI-SD1

Why us? 

We are a team of experienced and caring leaders, clinicians, pioneering technologists, and industry professionals who come together to redefine expectations for the healthcare industry. State and federal healthcare agencies, providers, and employers turn to us as a vital partner to ensure better healthcare and improve health outcomes. 

We do this through our people. 

You will have meaningful work that genuinely improves people's lives nationwide. Our company cares about our employees, giving you the tools and encouragement you need to achieve the finest work of your career. 

Thank You!

We know your time is valuable, and we thank you for applying for this position. Due to the high volume of applicants, only those chosen to advance in our interview process will be contacted. We sincerely appreciate your interest in Acentra Health and invite you to apply for future openings that may be of interest. Best of luck in your search!

~ The Acentra Health Talent Acquisition Team

Visit us at Acentra.com/careers

EOE AA M/F/Vet/Disability

Acentra Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable Federal, State, or Local law.

Benefits

Benefits are a key component of your rewards package. Our benefits are designed to provide additional protection, security, and support for both your career and your life away from work. Our benefits include comprehensive health plans, paid time off, retirement savings, corporate wellness, educational assistance, corporate discounts, and more.  

Compensation 

The pay range for this position is $87,000.00 - $95,000.00 annually OR hourly.

“Based on our compensation philosophy, an applicant’s position placement in the pay range will depend on various considerations, such as years of applicable experience and skill level.”