Executive Administration Assistance

Full Job Description

SUMMARY:

The Executive Administrator Assistant is responsible for providing exceptional administrative support to the Administrator while overseeing the activities of the Executive Office and managing special projects. This role requires appropriate representation of the Administrator. 

Objectives of this role

This role is for an experienced Executive Administrator Assistant with involvement in Administration, HR, and Payroll. The number one priority will be to assist the Administrator with their tasks and meeting management. Each Monday, the Executive Administrator Assistant will brief the Administrator on what the week requires of them and preeminent priorities. The Executive Administrator Assistant must be able to gather, organize, and package all internal and external materials. In addition, this individual will provide support to the office team and senior leadership to assist in overseeing a diverse set of administration and operational tasks. This individual  will also work closely with the Administrator while maintaining and managing administrative, human resource and payroll support. 

The key capabilities of this candidate will include organization, competence, problem- solving proficiency as well as critical-thinking. This individual will also have an eye for strong attention to details and  excellent dependability to ensure the job is  not only done correctly but on time in a deadline driven environment. 

Primary Job Duties:

Office Executive Administrator Assistant

Management of office needs comprehensively including but not limited to:

• Provides general office support including but not limited to answering phones, responding to phone and email inquiries while maintaining all calendars.

• Schedules, coordinates, and confirms meetings/appointments

• Coordinating both domestic and international travel plans and itineraries

• Facilitates and monitors tasks and project management related to the overall functioning of Brockton Home Health Agency and Transportation

• Manage, read and reply accordingly to the Administrator's email.

• Participate actively in the planning and execution of agency events.

• Design, implement, and maintaining organized filing systems

• Assist and manage the following - Manage Care, Medicare, Medicaid, Transportation insurance contracts, and Bill Pay

•  Maintaining proper inventory of office supplies while ensuring relevant records are up to date

• Manage and submit quarterly report to Medicare

• Participate in weekly billing meeting with Director Of Nursing

• Participate in morning meetings with office staff

• Manage and assist with external vendors including but not limited to IT, Billing, and Housekeeping

• Prepare quarterly financial and end of year report

• Assist and manage yearly Medicare cost report

• Assist with accreditations process and keeping track of expiration dates

• Manage and keep relevant records of agency certifications, permits, licenses and expiration dates.

• Ensure security, integrity, and confidentiality of sensitive office and client information

• Review monthly patients census and report the census to the Administrator

• Review weekly referrals, admissions, discharge reports and delineate the necessary findings to the administrator.

HR/Payroll

• Assist with preparing payroll processes

• Manages electronic timekeeping related to vacation and sick-day balances

• Works with Director Of Nursing to keep track of paid time off for road staffs and drivers

• Benefits Administration – assist with enrollment and termination processing

• Assist with quarterly audit of employee files

Required Skills and Qualifications:

•   Bachelor's degree preferred, or equivalent combination of education and experience        

•  2 to 4 years of EA/Administrative experience

• Proficiency with common office software and customer/client relationship tools (Microsoft Office) 

• Exemplary interpersonal and multi-tasking skills

• Ability to take initiative in a fast-paced environment

• Strong verbal and written communication skills to interact with employees, clients, and vendors effectively

• Comfort with changing priorities and a demanding dynamic work environment

• Proven track record to work cooperatively and effectively with various personalities and levels of management/support staff

• Detail oriented and ability to prioritize tasks with ease.

• Problem Solving skills, Process Improvement oriented, Time Management, Data Entry Management, and ability to operate efficiently in a deadline driven environment.

·        Job Type: Full-time

·        Salary Range: $55,000 to $58,240

 Job Type: Full-time

Benefits:

• 401(k)

• Health insurance

• Vision

• Dental

• Life insurance

• Paid time off

• Sick day

• Holiday pay

• Company outings

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