The Onix Group - Corporate Office
Executive Assistant
The Onix Group - Corporate Office, Kennett Square, Pennsylvania, United States, 19348
Onix Group is seeking a well-rounded Executive Assistant to assist our executive team with administrative and operational support. This position will support both our healthcare and real estate management team.
SPECIFIC DUTIES AND RESPONSIBILITIES
Represents the COOs, VPs and other key operators professionally and pleasantly in all aspects, while maintaining the highest level of confidentiality of all corporate, personnel and research matters and is able to interact with all levels of the organization, internally and externallyManages the calendar and schedules appointments and conference/zoom calls for Managing Member and other staff as directed. Arranges detailed travel plans and itineraries, compiles documents, car rentals, hotel reservations, print board passes, etc. Organize meetings and trainings including reserving venues, logistics, presentations, catering supplies and hotel accommodationsMaintain up to date list of all contacts and direct reports to all key operatorsAssists with time management of all key operatorsTakes and transcribes dictation and composes and prepares confidential correspondence, reports and other documents as directed. Attends all meetings and records and distributes the minutesPerforms clerical and administrative functions including developing and typing taped dictation or written correspondence, copying, faxing, mailings, deliveries, binding and typingEnsures all personal and corporate invoices are processed and paid timely including assisting in creating expense reports and submitting to AP for payment. Review and approve timesheets on a bi-weekly basis including Fee for Service dutiesScreens incoming calls and correspondence and responds independently where necessary. Be the point person at the Corporate Office that Operators can contact when needed and is resource to the field positions and help navigate them to the person they needSet up and maintain dashboards and trackers electronically of all operational daily, weekly and monthly reports, including requesting late reports. Create, maintain and terminate user accounts for specified software and create ID badges for new employees and when neededOrganize and monitor all facility licensure expirations and required trainings for each locationManage and coordinate special projects, compliance matters and any additional duties as assignedQUALIFICATIONS
Education:
High School Diploma or Equivalent
Experience:
1 year experience in customer service and supporting at the Executive Level
ESSENTIAL JOB REQUIREMENTS AND SKILLS
Must be able to handle confidential matters in an appropriate and trustworthy mannerExcellent judgement, analytical, and interpersonal skills, including written and verbal communication skills to effectively communicate with all levels of executives, employees and other contacts, while appropriately and discreetly handling confidential informationStrong understanding of business managementExcellent note taking skillsStrong knowledge of MS Office, Word, Excel, PowerPoint, Outlook, and current technologyAbility to lead a project, stay focused, delegate and be efficient, organized and effective in managing multiple priorities, establishing meaningful goals, while meeting all commitments on a timely basisAbility to work independently to complete projects, and effectively collaborate with cross-functional teams, and external parties, including executives, employees, physicians and the public while making independent decisions when necessaryAbility to react as necessary, to be decisive, even if limited information is availableExcellent calendar management skills, including the coordination of complex executive meetingsMust be able to plan, organize, develop, implement and interpret the programs, goals, objectives, policies and proceduresAbility to research, analyze data and problem solve effectivelyExperience in scheduling travel arrangements
SPECIFIC DUTIES AND RESPONSIBILITIES
Represents the COOs, VPs and other key operators professionally and pleasantly in all aspects, while maintaining the highest level of confidentiality of all corporate, personnel and research matters and is able to interact with all levels of the organization, internally and externallyManages the calendar and schedules appointments and conference/zoom calls for Managing Member and other staff as directed. Arranges detailed travel plans and itineraries, compiles documents, car rentals, hotel reservations, print board passes, etc. Organize meetings and trainings including reserving venues, logistics, presentations, catering supplies and hotel accommodationsMaintain up to date list of all contacts and direct reports to all key operatorsAssists with time management of all key operatorsTakes and transcribes dictation and composes and prepares confidential correspondence, reports and other documents as directed. Attends all meetings and records and distributes the minutesPerforms clerical and administrative functions including developing and typing taped dictation or written correspondence, copying, faxing, mailings, deliveries, binding and typingEnsures all personal and corporate invoices are processed and paid timely including assisting in creating expense reports and submitting to AP for payment. Review and approve timesheets on a bi-weekly basis including Fee for Service dutiesScreens incoming calls and correspondence and responds independently where necessary. Be the point person at the Corporate Office that Operators can contact when needed and is resource to the field positions and help navigate them to the person they needSet up and maintain dashboards and trackers electronically of all operational daily, weekly and monthly reports, including requesting late reports. Create, maintain and terminate user accounts for specified software and create ID badges for new employees and when neededOrganize and monitor all facility licensure expirations and required trainings for each locationManage and coordinate special projects, compliance matters and any additional duties as assignedQUALIFICATIONS
Education:
High School Diploma or Equivalent
Experience:
1 year experience in customer service and supporting at the Executive Level
ESSENTIAL JOB REQUIREMENTS AND SKILLS
Must be able to handle confidential matters in an appropriate and trustworthy mannerExcellent judgement, analytical, and interpersonal skills, including written and verbal communication skills to effectively communicate with all levels of executives, employees and other contacts, while appropriately and discreetly handling confidential informationStrong understanding of business managementExcellent note taking skillsStrong knowledge of MS Office, Word, Excel, PowerPoint, Outlook, and current technologyAbility to lead a project, stay focused, delegate and be efficient, organized and effective in managing multiple priorities, establishing meaningful goals, while meeting all commitments on a timely basisAbility to work independently to complete projects, and effectively collaborate with cross-functional teams, and external parties, including executives, employees, physicians and the public while making independent decisions when necessaryAbility to react as necessary, to be decisive, even if limited information is availableExcellent calendar management skills, including the coordination of complex executive meetingsMust be able to plan, organize, develop, implement and interpret the programs, goals, objectives, policies and proceduresAbility to research, analyze data and problem solve effectivelyExperience in scheduling travel arrangements