Executive Administrative Assistant

Premier Anesthesia is seeking an Executive Administrative Assistant to join their growing team – this could be your next great career opportunity! Your skills will be used to support the needs of Premier Anesthesia and ultimately further Jackson Healthcare’s strategy and mission: to improve the delivery of patient care and the lives of everyone we touch. Find purpose in your work at a Jackson Healthcare company, winner of numerous “Best Places to Work” and “Heathiest Employers” awards by Fortune and the Atlanta Business Chronicle!

POSITION SUMMARY :

The Executive Administrative Assistant will provide administrative support to the company President and project management oversight of company-wide projects including cross-functional project implementations and strategic process improvement initiatives. This position is an office-based role and will work closely with the PA leadership team to plan, coordinate, and facilitate project management of key strategic and operational objectives of the company. The ideal candidate will be highly motivated, detailed, responsible, an organized multitasker, and a fast learner. This role requires advanced computer skills (high proficiency with Excel and PowerPoint), adaptability, flexibility, excellent interpersonal skills, project management experience, and the ability to work well with all levels of management, staff, and clients. S/he must be extremely professional and comfortable with maintaining a high degree of confidentiality.

ESSENTIAL JOB DUTIES & RESPONSIBILITIES :

1. Project Management and Coordination

• Manage projects related to the business and operations improvement initiatives, as directed by the President
• Support project management methodology to improve workflow mapping of company processes and procedures
• Support RFP processes, interfacing with vendors and internal departments to ensure successful vendor choice and project implementation from start to finish
• Assist the VP, Finance and President with planning and managing budgets including annual, quarterly and monthly expense tracking and other key performance indicators
• Gather and analyze data, prepare reports, create Gantt Charts and MS Excel spreadsheets
• Utilize and update Excel and company tracking tools to prioritize and coordinate workflows
• Produce deadline-driven results and support senior staff in providing timely and accurate responses to client questions
• Build presentations for reporting purposes, business analysis, and other deliverables both internal and external
• Create and manage comprehensive processes to track timelines and deliverables

1. Administrative Support for President

• Provide direct administrative support to the President, including scheduling meetings, calendar management, travel itinerary, expense reports, and all other communications
• Meet regularly with President to plan, create, prioritize, and maintain objectives in an integrated management system
• Work with President on company-wide communications and other MarCom requests and projects
• System administrator managing access and privileging for various systems
• Manage the office organization system including digital filing, contract maintenance system, and other key documents
• Work with President and HRBP on company events and employee recognition and incentive programs
• Involved in the design, creation, and automation of approval loops for company processes
• Involved with special operations and projects, as needed

1. Office Management

• Provide general office management and administrative support functions to include welcoming visitors, directing calls, managing break room music, ordering supplies, and mail distribution for the company
• Prepare and distribute executive leadership team minutes and other deliverables
• Work with HRBP and Talent Acquisition to assist with coordinating interviews and welcoming new hires
• Planning corporate events, leadership events and annual calendar recurring events in the company’s strategic rhythm
• Update contacts and articles in the database, using database to export information, merge letters, make contact lists, produce labels, and prepare group emails
• Prepare, edit and assemble a variety of documents including memos, letters, and reports; bind copies of presentations
• Maintain effective business relations with customers, internal and external contacts
• Resolve customer requests, complaints, and problems or refer them appropriately
• Order business cards, company banners and other company apparel and/or gifts for Associates
• Submit maintenance and IT tickets to JH shared services departments
• Provide general office support functions for seasonal décor and periodic changes.

QUALIFICATIONS – EDUCATION, WORK EXPERIENCE, CERTIFICATIONS :

EDUCATION/CERTIFICATIONS:

• Bachelor’s degree or equivalent experience. Project management certification strongly preferred
• Notary public certification

EXPERIENCE/SKILLS REQUIRED:

• 10 years of administrative experience; 5 years executive assistance and/or project management experience
• Advanced MS Office Suite skills, including Teams
• Experience with Salesforce, SharePoint, Workday and a project management software platform, such as Asana or Smartsheets is strongly preferred
• Strong organizational and quality management skills; ability to handle multiple tasks and priorities
• Project management skills and design of workflow mapping
• Ability to maintain a high level of professionalism and keep information confidential