Executive Assistant

Job Title: Executive Assistant

Job ID: 27757630

Location: St.Paul, MN, 55114

Other Location

Description

Position Summary:

The Executive Assistant to the CEO Office will provide comprehensive administrative support to the CEO, CFO, General Counsel, and the Executive Leadership Team (ELT) at ActivStyle. This role requires a highly organized, proactive, and detail-oriented professional who can manage multiple priorities with discretion and efficiency. The Executive Assistant will be a key facilitator in ensuring the smooth operation of the executive offices.

Essential Functions and Job Responsibilities:

Administrative Support:

Manage and maintain complex calendars for the CEO, CFO, General Counsel, and other ELT members as necessary, including scheduling meetings, appointments, and travel arrangements.
Prepare and organize materials for meetings, presentations, and reports.
Handle incoming and outgoing communications, including emails, phone calls, and correspondence, with a high degree of professionalism and confidentiality.

Meeting Coordination:

Coordinate and facilitate executive meetings, including board meetings, leadership team meetings, and other high-level conferences.
Prepare agendas, distribute materials, take minutes, and track action items and follow-ups.
Ensure meeting logistics are managed efficiently, including venue setup, audio-visual requirements, and catering.

Travel Management:

Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries.
Prepare travel expense reports and ensure timely reimbursement processing.

Document Management:

Draft, edit, and proofread documents, presentations, and correspondence.
Maintain and organize executive files, both electronic and paper, ensuring easy access and retrieval of information.
Handle sensitive and confidential information with discretion.

Project Support:

Assist with special projects and initiatives as directed by the CEO, CFO, General Counsel, and ELT.
Conduct research, compile data, and prepare reports to support executive decision-making.
Track project milestones and deliverables, ensuring timely completion of tasks.

Communication and Liaison:

Act as a liaison between the executives and internal/external stakeholders, fostering strong relationships and effective communication.
Screen and prioritize communications, ensuring important matters are addressed promptly.
Represent the executive office in a professional and courteous manner.

Office Management:

Oversee office operations and ensure the executive office runs smoothly.
Order office supplies, manage inventory, and coordinate maintenance of office equipment.
Assist with the organization of company events and functions.
Maintain patient confidentiality and function within the guidelines of HIPAA.
Completes assigned compliance training and other educational programs as required.
Maintains compliant with ActivStyle’s Compliance Program and applicable company policies, procedures, and patient protocols.
Perform other related duties as assigned and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.

Competency, Skills, and Abilities:

Exceptional organizational and time management skills.
Excellent ability to communicate both verbally and in writing.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to handle multiple tasks simultaneously and work under pressure.
High level of discretion and professionalism in handling confidential information.
Ability to adapt and be flexible in a rapidly changing environment, be patient, accountable, proactive, take initiative and work effectively on a team.
Analytical and problem-solving skills with attention to detail
Decision Making
Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction.

Education and Experience Requirements:

Bachelor’s degree in Business Administration, Communications, or a related field preferred.
Minimum of 5 years of experience as an executive assistant or in a similar administrative role, preferably in the healthcare or corporate sector

Physical Demands and Work Environment:

Work environment will be stressful at times, as overall office activities and work levels fluctuate.
Must be able to bend, stoop, stretch, stand, and sit for extended periods of time.
Subject to long periods of sitting and exposure to computer screen.
Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use.
Metal ability to work in a fast-paced work environment.
Must be able to lift 30 pounds as needed.
May be exposed to angry or irate customers or patients.
Excellent ability to effectively communicate both verbally and written with internal and external customers with the ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
Physical and mental ability to analyze data, problem solving and critical thinking.
Mental ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
Ability to work after non-business hours as needed and travel as needed.

This position is eligible for Medical, Dental, Vison, 401k, PTO, Sick & Safe time for applicable states, Holiday pay. Compensation range for this role is $40,000-$90,000.