HRDI-Executive Administrator Job at Friend Health in Chicago

HRDI is seeking an Executive Administrator to join their team.  The Executive Administrator is responsible for managing the C-Level Executives’ schedule and coordinating their direct reports time off requests. The Executive Administrator identifies and deescalates potential issues and ensures compliance with HRDI policies and procedures. This role is instrumental in leading and bringing resolution to complex issues on behalf of C-Level Executive.  This position is required to work autonomously while managing multiple projects simultaneously in a fast-paced and deadline-driven environment. Responsibilities include screening calls, making travel, and meeting arrangements, preparing reports and customer relations, general office management, management of files both electronic and manually inclusive of contracts, claims, that contain highly confidential and sensitive information, etc. This role provides strategic support with an in-depth understanding of relevant HRDI programs, services, and community partners. The Executive Administrator is required to oversee internal and external teams to complete projects, ensuring project milestones are consistently met within scope and budget.

Job Duties:

• Organize, prioritize, and proactively deal with administrative and customer service tasks on behalf of C-Level Executives including mail/e-mail, meeting requests, phone messages, and requests from executive's direct reports.
• Create processes as needed to ensure consistent workflow between Executive Director and the CEO.
• Reconcile corporate credit card and other accounts.
• Create and distribute monthly KPI report to executive team.
• Manage gift cards, season tickets, water and coffee equipment for all sites, order supplies, and invoice approvals.
• Draft correspondence on behalf of C-Level Executive.
• Collaborate with staff to help foster the Friend Health/HRDI organizational goals.
• Complete project-based tasks assigned/unassigned that are specific for functional areas of executive.
• Organize internal or external meetings including webinars.
• Prepare compliance related project and oversight documentation, including status reports, meeting minutes, and presentations as required.
• Take notes at meetings, create formal minutes monthly, and distribute in advance using software like Lead First.
• Process time-off requests, and approve timesheets as needed for C-Level Executives direct reports.
• Manage calendar, facilitate and schedule meeting for C-Level Executive and direct reports.
• Support programs under the C-level Executives leadership.

Experience Required:

• BS/BA degree in Healthcare Administration, Business or relevant field required.
• Master level degree is preferred.
• 5+ years of C-Level Executive administrative experience working in a primary care or behavioral healthcare environment.
• Proficient in full Microsoft Office Suite.

 

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