Job description

PACE Central Michigan

Executive Assistant

What is a PACE program?

• The P*rogram of All-Inclusive Care for the Elderly (PACE)* is a unique health care model designed to help seniors (participants) stay safely in their home for as long as possible. PACE coordinates and provides or facilitates all medical care for its participants. Services are delivered across various settings, including on site at the PACE center, in the community, and in participant homes.

Why Work at PACE?

At PACE, employees have the opportunity to see the full impact of their efforts. Staffing ratios are much lower, time spent with each participant is much greater, and team collaboration occurs much more frequently than in other care settings. PACE is a very fulfilling health care delivery model for its employees.

Executive Assistant Responsibilities Include But Are Not Limited To:

• Support the Executive Director and leadership team with high-level, confidential, needs promoting the organization’s core values and processes.
• Prepare reports and presentations for the Executive Director and leadership team.
• Handle confidential information and communications for the Executive Director and leadership team.
• Full comprehension of company's operations, core values, and processes.
• Prepares materials as needed for meetings, special events, presentations, and community education.
• Coordinates schedule and/or calendar; sets up meetings as needed; schedule travel and conference accommodations for the leadership team.
• Handles the logistics and needs for company-wide events as needed.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution for the Executive Director and leadership team.
• Answer calls or greet visitors and determine whether they should be given access to the Executive Director or leadership team members.
• Open, sort, and distribute incoming correspondence for the leadership team, including faxes and email.
• Handle schedule and calendar management for the Executive Director and the leadership team as needed
• Provide administrative support for the board meetings, prepare, and distribute board packets, take minutes, and communicate as needed to board.
• Prepares vendor contracts with guidance from Executive Director, follows up on contracts as needed, maintains contract list and files, ensures all required vendor documentation is obtained and updated as necessary and alerts Executive Director of expiring contracts in a timely manner
• Conduct quarterly audits of vendor employee files
• Arrange travel plans and offsite meetings or events for the Executive Director and leadership team.
• Assist in scheduling meetings, including reserving rooms, and ordering food and beverages.
• Assist with special projects as directed by the leadership team.
• Perform general office duties such as sending out shipments or mail and maintaining files for the leadership team.
• Arranges food service and room reservations for companywide meetings, corporate, and board events.
• Provide administration support for PCPs and NPs as directed.
• Must care, support, and collaborate with everyone involved in the participant’s care including staff and the participant’s family using the participant centered care model.
• Keeps leaders informed of problems, issues, and opportunities.
• Delegates administrative authority, responsibility, and accountability to other responsible persons.
• Assists in developing, implementing, and coordinating administrative policies, procedure manuals, job descriptions, etc.
• Assists in administrative studies and projects as assigned or that may become necessary.
• Proofreads and corrects letters, drafts, reports, etc. for grammar, punctuation, spelling, etc.
• Assists in preparing departmental budgets. Serves on committees or meetings as directed.
• Attend and participate in workshops, seminars, etc. to keep abreast of current changes in administrative procedures.
• Assures that the office is maintained in a clean and safe manner, and that equipment and supplies are maintained to perform required duties.
• Must complete all required education and file requirements on time.
• Performs other duties as assigned.

Qualifications & Requirements:

Education: High School Diploma (or equivalent), Associates or Bachelor’s degree preferred in a relevant field.

Experience: Must have at least 2 years of experience in an Executive Assistant role.

Number and Type of Employees Supervised (optional): None.

Licensure, Registry or Certification Required: Valid Driver’s License

Qualifications: Must be able to effectively work in a team environment. Advanced ability in computer software, correspondence skills, report writing, and telecommunications. Must have a well-developed ability to show discretion and maintain confidentiality. Strong communications skills, both written and verbal. Must clearly demonstrate a high degree of organizational and people skills.

Immunizations:Be medically cleared for communicable diseases and have all immunizations up to date before engaging in direct participant contact.

PACE Central Michigan is an equal opportunity employer and does not discriminate based on age, race, color, religion, sex, national origin, disability, or veteran status.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Mount Pleasant, MI 48858: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Associate (Preferred)

Experience:

• Executive Assistant: 2 years (Preferred)

Work Location: One location

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