Executive Assistant - Human Resources

Overview

AT Life Net Health, you are the advantage. Every day, you help save lives, restore health, and bring hope to patients and families around the world. Life Net Health cultivates growth, innovation, and collaboration, where your contributions drive solutions that benefit humanity. Together, we are united by a mission greater than ourselves, a purpose rooted in healing.

About This Job

Location:

Virginia Beach, VA (on-site)

Department:
Human Resources

Schedule:

Monday – Friday, 8:15 a.m. – 5:00 p.m. (ET), overtime as needed

Clinical Status:
Non-clinical

The Executive Assistant will perform various complex and confidential administrative related functions in support of corporate level personnel/functions as assigned. Serve as primary point of operational and administrative support for the Executive Leadership Team member of the designated department. Coordinates meetings, activities and events; performs various secretarial functions; and, assists with other administrative functions as needed and directed by the designated department head.

Your work will have purpose every single day, contributing directly to life-changing outcomes.

• Administrative Support: Perform various administrative functions to include scheduling appointments and maintaining the ELT member’s calendar(s); arrange travel and accommodations for ELT member(s), clients and business associates; type memos and other written correspondence. Track ongoing projects and outstanding action items. Triage and prioritize daily demands to ensure urgent, high priority matters are handled in a timely manner. Manage problems to their resolution and coordinate with appropriate resources as needed.
  
  Act as a liaison for ELT direct reports, coordinate team activities, and manage other key administrative activities for the team as needed (space planning, new-hire onboarding, updating organizational charts, etc.). Work with HR as needed to onboard/terminate employees and contractors and with IT to ensure department personnel have necessary equipment and access to perform assigned roles.
• Meeting Coordination: Project manage, schedule and coordinate arrangements for internal and external meetings and special events. Ensure contracts are created, negotiated and signed for any service related to the event. Provide administrative support at meetings by recording, writing, transcribing, and distributing minutes as needed. Schedule space for department meetings ensuring the room supports the number of attendees and the nature of the meeting.
  
  Prepare meeting agendas. Coordinate catering for all department sponsored events.
• Customer Service: Greet visitors to the department with a smile while using good eye contact. Answer visitor inquiries timely and/or triage visitors to the appropriate department person. Greet and escort guests to appropriate meetings with department leadership and/or employees. Respond to routine external correspondence and telephone inquiries using good customer service behaviors. Effectively serve as the point of contact for customers, business partners, and suppliers who contact the executive and ensure that such interactions create a favorable brand impression for Life Net Health as a whole.
• Fiscal Support: Reconcile and process monthly credit card statements and expense statements for executive(s) and resolve any outstanding issues. Complete and process department invoices and purchase orders. Maintain departmental office supply inventory and order supplies as needed. Monitor and coordinate department accounting activities as appropriate, and prepares internal reports for management.
• Document Management: Maintain a variety of files and records, including confidential and time sensitive materials. Gather, enter, and/or update data to maintain departmental records and databases, as appropriate. Establish and maintain files and records for the department. Accurately complete and perform final review for all documentation according to applicable Standard Operating Procedures. Create, develop, update and maintain Word documentation, PowerPoint presentations, Excel-based reports and HTML files on a…