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Executive Administrative Assistant

Company: Mountain Area Health Education Center
Location: Asheville
Posted on: August 31, 2020

Job Description:

MAHEC's division of Administration is looking for a detail oriented and organized Executive Administrative Assistant to support the Chief Clinical Officer.Communication:* Composes correspondence and other written materials; proofreads and edits for clarity, including complexdocuments.* Handles highly confidential and time sensitive information.* Drafts reports, charts, and presentations on behalf of Chief Clinical Officer.* Communicates with attendees of meetings initiated by Chief Clinical Officer, sending out agendas and requisitesupporting information in advance.* Represents the Chief Clinical Officer's priorities when attending meetings and events.Time Management:* Understands key priorities of Chief Clinical Officer to anticipate needs and identify opportunities to increase servicedelivery.* Provides independent daily administrative and calendar support for Chief Clinical Officer.* Evaluates requests for Chief Clinical Officer's time; determines appropriate scheduling based on Chief ClinicalOfficer's priorities.* Monitors flow of information on behalf of Chief Clinical Officer, ensuring the Chief Clinical Officer's involvement in aproject or decision-making process at the right moment.* Creates systems and processes to streamline operations.Project Administration:* Reviews upcoming meetings to set and prepare agendas and ensures the Chief Clinical Officer has all of theinformation needed to achieve objectives.* Supports Chief Clinical Officer by attending meetings (with or on behalf of Chief Clinical Officer) to summarize thepurpose, outcomes, and outstanding items.* Represents priorities and objectives on behalf of Chief Clinical Officer.* Follows up on outstanding items from meetings of Chief Clinical Officer to ensure objectives are achieved, includingrecommendations to Chief Clinical Officer regarding next steps.* Reserves meeting rooms, audio visual equipment, notifies Facilities regarding room set up.* Provide administrative support to research projects such as scheduling project team meetings; assisting with workplans and timelines; taking minutes during team meetings and sending out action item reminders* Completes projects and special assignments by establishing objectives; determining priorities; managing time;gaining cooperation of others; monitoring progress; problems solving; making adjustments to plans* Acts as project manager for special projects, which may include: planning and coordinating multiple presentations,disseminating information, coordinating mailings and creating documents.Key Competencies:COMMUNICATION - You are comfortable communicating in person, over the phone, and through email, all with a friendly and professional tone. You prioritize prompt responsiveness, recognizing the important role you play in moving processes forward through communication.DISCRETION - You operate with the mindset that information that is not your own, regardless of how trivial it may seem, is confidential first and shared only with permission. You demonstrate confidentiality with clinical, management, and other organizational data/information.PROBLEM SOLVING - You aren't afraid to think on your feet and encounter a problem you don't know how to immediately solve. You are less concerned with being right and more concerned about connecting with various resources to assist in solving the problem and learning new things along the way.DETAIL ORIENTATION - Details matter to you and you develop systems and processes to help you manage a large volume of them. You envision a process from start to finish and understand all of the details that need to be taken care of in between to keep things running smoothly. You take pride in owning the details and it brings you joy to be trusted in this regard.INITIATIVE - You don't wait to be told what to do. Instead, you anticipate needs and look for tasks you can take care of in the present to facilitate a smooth process in the future. You like to stay busy and love to jump in and help others when you have capacity. You respect and appreciate the work of a leader and view taking initiative as a primary way to support their work.TECH ADAPTABLE - You are comfortable learning new technologies and web-based platforms. You view technology as a way to gain efficiencies. You recognize that you don't have to be an expert and view learning new technologies as an opportunity to grow professionally.COURAGE - You confront difficult issues despite personal discomfort or risk while maintaining a professional and respectful attitude.PLANNING AND ORGANIZING - You effectively organize and plan work according to organizational needs by defining objectives and anticipating needs and priorities. You efficiently manage your own time and effectively handle multiple demands and competing deadlines. You identify goals, develop plans, estimate time frames and monitor progress. Swift implementation is your goal.ANALYSIS AND PROBLEM SOLVING - You like to solve difficult problems through careful and systematic evaluation of information, possible alternatives and consequences. You integrate information from diverse sources and evaluate the information against possible courses of action.MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC. Equal Opportunity Employer. Minorities and Spanish/English bilingual persons are strongly encouraged to apply.MAHEC is a Certified Living Wage employer through Just Economics of Western North Carolina.Position open until filled.

Keywords: Mountain Area Health Education Center, Asheville , Executive Administrative Assistant, Administration, Clerical , Asheville, North Carolina

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