Provides analytical and specialized administrative support to relieve and assist the President of the Plan of complex details and advanced administrative/secretarial duties. Requires extensive coordination between departments, Board of Directors, and outside parties including BMC executives, legal, and government officials or representatives. Works with highly confidential and proprietary data where the impact of error could be severe. A high degree of initiative, analytical skill and judgment is required in preparing reports, resolving problems and developing recommendations. Applies a thorough knowledge of operations, policies, procedures, and technically specialized systems, programs, and projects. Frequently performs special studies and time-sensitive projects where analytical skills and operational knowledge is required.
KEY FUNCTIONS/RESPONSIBILITIES:
- Performs a broad range of administrative support duties requiring extensive high level internal and external communication. Receives and screens calls, visitors, Email, mail and requests for information and meetings. Exercises judgment in determining priority and follow-up needs for executive planning and decision-making and ensures confidentiality and discretion.
- Collects and prepares information for use in discussions/meetings of executive staff and outside individuals and coordinates Leadership meetings. Plans, solicits materials, organizes and prepares presentation materials including materials for Board of Director (BOD) meetings.
- Exercises creativity, initiative and an understanding of the executive communication objective and style, to independently draft materials/data/charts and manipulates systems and applications to develop communications, budgets or displays. Ensures accuracy of data/sources, and researches questions or problems demonstrating a highly developed knowledge of specialty areas and general corporate policies and operations.
- Applies application skills at an advanced level. Creates complex memorandums, letters, reports, correspondence, analyses, charts, graphs, tables, statistical summaries, timelines or presentations.
- Organizes, sets up and maintains record-keeping systems to support the Office of the President.
- Independently performs special projects that require a combined knowledge of administrative, operational and organizational issues. Researches, solicits and/or selects appropriate resources to coordinate or synthesize information. Makes high-level contacts of a sensitive nature in and outside the company. Analyzes data and develops recommendations; may coordinate the implementation of contractual agreements or compliance activities.
- Trains and supervises other executive administrative support staff to ensure backup coverage.
- Coordinates executive calendar, meetings, schedule, travel, expense reports, and prepares requisite materials. Consults with President as needed to solicit information, provide critical updates and to coordinate information and priorities.
- Responds to a wide variety of requests for information, interpreting policies and procedures. Analyzes needs and problems, and given executive philosophy, determines approach and priority. Exercises tact, discretion, diplomacy and an understanding of technical and organizational issues and impact. Takes initiative to research technical or out of policy questions. Evaluates and refers matters for appropriate handling, and coordinates, compiles and documents relevant data and background information to support executive decision making or problem resolution. Works with highly confidential and time sensitive information
- Organizes, tracks, updates and maintains files, budgets and operational data. Coordinates meetings, conferences and orders supplies. Applies a seasoned understanding of executive needs to efficiently manage administrative control systems and provides back up support to other executives as time permits.
- Sets up, operates and maintains basic business equipment such as copiers, printers, faxes, calculators, and multiple line telephones. Troubleshoots and resolves problems.
QUALIFICATIONS:
EDUCATION:
- BA/BS Degree or the equivalent combination of training and experience.
- Advanced degree is desirable.
EXPERIENCE:
- 5-7 years of related executive administrative experience including a minimum of 1-3 years of prior board of director coordination/support.
- Prior private and/or government relations exposure is desirable.
- Previous office/administrative management preferred.
- Managed/Healthcare experience preferred.
CERTIFICATION OR CONDITIONS OF EMPLOYMENT:
- Advanced MS Office, Visio, and Project Management.
- Prior Background Check.
COMPETENCIES, SKILLS, AND ATTRIBUTES_:_
- Advanced application, written and verbal communication, and organizational skills.
- Skill interpreting Corporate and Departmental policies and procedures.
- Visio and MS Office application skills (Word, Excel, Powerpoint) at the Advanced Level with experience with Charts, Graphs, Pivot Tables, etc.
- Skill in organizing resources and establishing priorities.
- Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects under pressure.
- Demonstrated ability to maintain confidentiality and composure under pressure.
- Ability to multi-task in a fast-paced environment and adapt to changes as needed.
- Ability to be resourceful and work independently with minimal supervision.
- Initiative, creativity and flexibility.
- Advanced communication/negotiation skills.
- Ability to communicate at all levels of the organization.
WORKING CONDITIONS AND PHYSICAL EFFORT:
- Regular and reliable attendance is an essential function of the position.
- Work is normally performed in a typical interior/office work environment.
- No or very limited physical effort required. No or very limited exposure to physical risk.
- Routine office environment; may be required to move or lift materials up to 25lbs.
*Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.
Required Skills
Required Experience