Executive Administrative Assistant

Location: In office - Irving, TX

Schedule: Monday - Friday 8:00 AM - 5:00 PM

Compensation: Hourly

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PRIMARY FUNCTION:

We are seeking a highly professional individual to serve as the Executive Secretary to the President/CEO and the Executive Vice President/COO.

This position serves to enhance the effectiveness of CareFlite administrative personnel by coordinating their activities, screening interruptions, and performing supportive duties for those positions.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• This position screens and prioritizes incoming phone calls on the CareFlite main line, independently handles and responds to calls for the CareFlite President/CEO and Executive Vice President/COO as appropriate. Accurately records telephone messages as necessary.

• Coordinates the appointment calendars for the CareFlite President/CEO and the Executive Vice President/COO. Schedules appointments to eliminate unnecessary travel and maximize efficiency of these positions.

• Schedules meetings for the Board of Directors, Joint Operations Committee and Finance Committee and other BOD level meetings to ensure quorum attendance of members.

• Greets visitors to the CareFlite facility in Grand Prairie and directs visitors appropriately to ensure that visitors do not have unlimited access to personnel and property.
• Prepares, picks up, screens and distributes internal and external mail.

• Controls acquisition and distribution of keys for the external and internal areas of the Grand Prairie facility. Serves as the corporate liaison with the security vendor for CareFlite.

• Distributes customer surveys for the ground and air programs and prepares administrative responses for employees. May contact customers to ascertain additional information.

• Manages the FAA Drug and Alcohol Program.

• Produces correspondence authored by others, proofreads all documents to ensure that they are accurate and professional. Routinely drafts correspondence independently as directed by the President/CEO and/or the Executive Vice President/COO. Signs routine correspondence on behalf of the President/CEO and/or the Executive Vice President/COO.

• Is responsible for the accurate filing and security of corporate documents.

• Attends and takes minutes for BOD level or management level meetings at the request of the CareFlite President/CEO. Ensures that minutes for these meetings are generated and distributed in a timely manner.

• Maintains confidentiality of all corporate business with which he/she comes in contact within the performance of their duties.

• Actively participate in quality assurance/improvement activities as directed by their supervisor. Each incumbent will acquaint themselves with the quality assurance surveys and/or quality improvement projects which affect their practice and adhere to the standards or changes implemented. Each incumbent will provide feedback in a positive proactive manner on quality assurance/improvement activities which impact their practice.

• Responsible for review of the monthly reports from the CareFlite security vendor. Brings unusual notations to the attention of the President/CEO.

• Review the monthly telephone invoices for the business lines and for the corporate cellular phones and brings variance to the attention of the CareFlite President/CEO.

• Orders office supplies for CareFlite and maintains par levels of office supplies as directed. Identifies usage of supplies and submits appropriate paperwork to the CareFlite staff accountant. Ensures that usage of office supplies remains within budget parameters. Manages the office cleaning company.

• Search out opportunities to utilize free time while on duty to improve professional skills or participate in work related projects.

• Provides secretarial support to the aviation department in the absence of the Administrative Assistant - Aviation Division as able.

• Coordinates breaks and time off with other secretarial personnel at the Grand Prairie facility to ensure that there is sufficient secretarial support to meet the demands of the organization.

• Manage time appropriately to ensure that all areas of their job responsibilities are adequately covered. Actively seeks out additional assignments or assists co-workers with their tasks when they have completed their assigned tasks.

• Has active listening skills. Communicates to co-workers and the public in a clear, concise and positive manner, both orally and in writing.

• Demonstrates a positive approach to problem solving and utilizes the chain of command appropriately to resolve work related issues.

• Work cooperatively with the administrative assistant’s team, in positive partnership to support each other.

• Possesses and demonstrates sound judgment and objectivity in all decision making, including sound business determinations.

• Initiates work independently without direction and can be relied upon to complete tasks without continual supervision.

• Maintains personal knowledge of area of expertise through industry contacts, review of pertinent literature (manuals) and utilization of available educational resources.

• Maintains ethical, courteous and professional behavior which reflects favorably on CareFlite. Adheres to the CareFlite Code of Ethics and Professional Conduct.

• Monitors own areas of strength and weakness and seeks out opportunities and/or guidance for improvement. Seeks appropriate channels for personal and professional development.

• Demonstrates flexibility and has the ability to respond to changing priorities.

• Deals with conflict in an appropriate and effective manner.

• Written and oral communications are clear and concise.

KNOWLEDGE & EXPERIENCE REQUIRED:

• High school graduate or equivalent.
• Graduate of business school with strong computer skills preferred.
• Certified Professional Secretary (CPS) preferred.
• Current Notary Public Commission, or eligible.
• Minimum of three years’ experience supporting executive level personnel
• Proficient with word processing equipment, typing minimum of 70-80 wpm accurately.
• Demonstrated ability to maintain confidentiality of sensitive documents and information.
• Ability to produce high quality emails and messages to individuals at all levels of the organization.
• Excellent telephone etiquette and ability to manage competing priorities i.e., calendar management.

PHYSICAL AND MENTAL REQUIREMENTS:

• Ability to make decisions, which have moderate impact on immediate work unit.
• All principal activities performed are sedentary, essential and in total equal 100% of the incumbent’s time.
• The cognitive ability to reason and process, ability to communicate verbally and in writing, the use of a computer, printer, fax machine, copy machine and calculator, and knowledge of company policies.

The statements contained in this position description reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all the work requirements that may be inherent in the position.