Job Details

Job description

About the Opportunity

Aligned Providers (AP), an innovative and rapidly growing contract management services group is seeking a detail-oriented Director of Executive Staff Services to support the Chief Executive Officer and corporate partners.

The Director of Executive Staff Services serves as the primary administrative support to the Chief Executive Officer (CEO) and Corporate Partners by overseeing a broad array of administrative and project-based duties. This position will serve as the liaison and bridge for smooth communication for executives, potential clients, current clients, and the team across the organization. This position assists with client-hospital and provider activities and handles all scheduling and travel for the Executive office. The director will participate in strategic and operational meetings and will support and develop corporate communications.

Job Type: Full-time, flexible hours

Remote

Reporting: This position will report to the Chief Executive Officer

Essential Duties

The position is responsible to perform the following, but not limited to key items:

• Provide executive level administrative support to the corporate executives
• Plan and direct administrative and operational activities as directed
• Provide oversight and support for high priority projects on behalf of corporate executives
• Manage complex calendars, update contacts, schedule travel, meetings, calls, and appointments, and manage client relationships
• Ensure all requests and commitments are aligned with strategic and operational priorities
• Proactively collect information for use in discussions, meetings, projects, and prepares presentation materials. Ensures presentation and conference call technology is set-up and working properly
• Prioritize critical issues and monitor action items or to-do lists on behalf of executives
• Review and prioritize incoming communications and replies directly to routine inquiries. Ensures follow-up and determines escalation levels as appropriate
• Collaborates in opportunities for growth by scheduling speaking engagements, community forums, educational offerings, media, and other opportunities to communicate the organizations vision and mission
• Attend critical meetings, document discussions and share information with appropriate parties. Act as project manager on critical projects which require cross-functional coordination and scheduling on behalf of leadership
• Prepare memos, reports, spreadsheets, historical data, and other relevant documents
• Coordinate travel arrangements and compile expense reports
• Plan and execute meetings and other events as needed
• Manage corporate calendars and perform administrative tasks and errands as needed
• Maintain professional discretion and demeanor with sensitive and highly confidential information at all times
• Assists CEO with implementing new or revised policies and procedures
• Maintain files, supplies, and other items for leadership

Perform other duties and support the corporate team and other senior staff in the organization as required, or assigned.

Expectations of Teammate

"Our core values are all aligned around a culture of service to our hospital partners and our staff."

• Trust- Always do the right thing
• Growth- Continuously build on past success
• Partnership- Every relationship is essential to our success
• Quality- Constantly enhance experiences by replicating successful practices & innovations

To be successful in this position, you will possess a set of prerequisite skills:

• Demonstrate leadership and management skills
• Ability to multi-task
• Take initiative
• Work independently
• Highly collaborative self-starter
• Deft organizational skills
• Ability to manage multiple priorities and meet deadlines
• Flexibility to meet the needs of the company
• Creative problem-solving skills

Work Environment

• Remote position
• Travel may be required from time to time
• May work under stressful circumstances at times
• Organization will supply computer and office equipment

Minimum Qualifications

Education

Bachelor's required.

Licensure/Certification: Professional certification a plus.

Experience

• Minimum of 7 years' experience as an Executive Assistant, Administrative Specialist, or similar role
• Proficiency in Microsoft Office, particularly with Excel
• Proven experience supporting executive-level management and driving interdepartmental collaboration
• Expert level of proficiency with Outlook (calendaring and email) with the ability to learn new software quickly

Preferred

Background in the medical or healthcare industry.

Knowledge & Skills

• Proactive, resourceful, and instinctive. Solves problems easily, takes initiative and critically analyzes processes and procedures to push toward constant improvement
• Ability to train and learn
• Ability to work with little or minimum supervision
• Work well with diverse groups
• Skilled at building trust with all leadership, board members, and teammates
• Organized, detail-oriented, and extremely thorough while having the confidence and communication skills to ensure work processes are completed accurately, effectively, and with a sense of urgency
• Ability to prioritize, lead discussions, and coordinate objectives among a diversified group of stakeholders
• Excellent oral and written communication skills. Ability to articulate and explain complex issues to various individuals in different functioning roles
• Exceptional ability to multi-task and remain calm under pressure

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• Work from home

Physical setting:

• Remote

Schedule:

• Monday to Friday
• Occasional weekends as needed

This position requires successful completion of a background investigation and drug screening, which are conditions of employment.

• Background Investigation: We will verify the information you provided, such as your employment history, education, and references. Depending on the position and local laws, a criminal background check may also be conducted. You are obligated to disclose any information that may be revealed in the background check. Falsification or misrepresentation of information may negatively impact your candidacy.
• Drug Screening: You will be required to undergo a drug screening test. A positive test result for illegal substances, refusal to take the test, or tampering with the results may lead to the withdrawal of a job offer or termination of employment.