Administrative Assistant III (Executive Team) (Part-time Hybrid, Morrisville, NC based) at Alliance Health in Morrisville, North Carolina

Job Description:

The Administrative Assistant III-Executive Team will provide clerical and administrative support to the Office of the CEO, which includes the CEO, Chief of Staff, Executive Board Liaison and Board of Directors (as back up to the Executive Board Liaison). The Administrative Assistant III will serve as a liaison, in person, by email and by telephone, between the organization and persons the organization serves, employees, government and elected officials, and community representatives. Some communication/tasks require substantial discretion and confidentiality.

This position will allow the successful candidate to work a primarily remote schedule. A minimum of two day a week working onsite is required.

 Responsibilities & Duties

Provide Administrative Support for the Office of the CEO 

• Compose correspondence


• Conduct research, gather data, collect, and compile information, and prepare standard and custom reports


• Register CEO and Chief of Staff for trainings and if needed, coordinate travel


• Create, maintain, and update filing systems, database systems, etc. 


• Route items for CEO or Chief of Staff’s signature


• Process all incoming mail for the Office of the CEO


• Assist with reimbursements (scan and email receipts and supporting documentation; enter mileage and receipts as needed)


• Provide coverage for Board Liaison 


• Assist Board Liaison with coordinating activities or programs for all Alliance admins (e.g., quarterly admin newsletter)


• Function as a liaison between the CEO and Chief of Staff and internal or external contacts for meeting and schedule coordination 


• Use knowledge and discretion to anticipate challenges, potential delays or risks; proactively recommend solutions or alternatives


• Exercise judgement and discretion in maintaining the CEO’s and Chief of Staff’s calendar(s) and scheduling meetings with internal and external stakeholders

Provide Meeting Support for Joint Leadership Team, Executive Team and Other Meetings as Requested

• Schedule and coordinate meetings by ensuring adequate space, equipment, materials, refreshments, accurate composition of agendas/minutes, etc


• Coordinate meetings at the request of the CEO/Chief of Staff for leadership team meetings (this may include Executive strategy sessions, etc.) and may involve coordinating with off-site locations


• Correspond with committee members and meeting attendees; this may require discretion and courtesy when communicating with government officials, community stakeholders, or persons Alliance serves


• Archive and compile information and documents for meetings (agendas, minutes, presentations, etc.) per departmental and when applicable, NC Open Meetings Law guidelines


• Assist with project coordination, timelines and follow-up items 


• Organize documents for Committee meetings

Records Management

• Manage complex records with confidential information and reports activities; records may include highly confidential information (e.g., board member’s SSN)


• Scan, archive and route records according to departmental procedure

Recommend Process Improvements

• Recommend and/or revise work procedures and methods including necessary form design

Minimum Requirements

Education & Experience

Completion of four (4) years of progressively responsible secretarial /administrative experience including two (2) years of administrative or office management experience involving substantial public contact, information gathering, and writing experience; 

Or

Completion of a two-year (2) Business Administration program and two (2) years of related experience; 

Or

Completion of a Bachelor’s degree in business administration, Public Administration, or other related fields.

Knowledge, Skills, & Abilities

• Knowledge of office management techniques


• Knowledge of current Microsoft programs (Word, Excel, Outlook, PowerPoint)


• Excellent time management skills


• Business writing skills


• Event planning skills


• Ability to organize office workflow and coordinate activities


• Ability to do calculation, summarize, compile, and tabulate numerical material


• Ability to maintain work standards of program activities


• Ability to analyze and correct errors


• Ability to maintain an effective working relationship with other employees and the public


• Ability to communicate clearly and concisely in oral and written form

Salary Range

$19.73 - $25.65/Hourly

Exact compensation will be determined based on the candidate's education, experience, external market data and consideration of internal equity.  

 An excellent fringe benefit package accompanies the salary, which includes:    

• Medical, Dental, Vision, Life, Long and Short-Term Disability


• Generous retirement savings plan


• Flexible work schedules including hybrid/remote options


• Paid time off including vacation, sick leave, holiday, management leave


• Dress flexibility

Education

Preferred

• High School or better in General Studies

See job description

Apply Now