Summary: The purpose of this role is to be responsible for providing high level administrative support to the Chief of Operations (COO). The COO Executive Assistant is responsible for providing comprehensive support to the Chief Operating Officer by managing schedules, coordinating meetings, and facilitating communication across departments. The incumbent must be highly organized, proactive, and detail-oriented. In this role, the incumbent will be responsible for managing a variety of administrative tasks, optimizing workflow efficiency, and ensuring seamless day-to-day operations for the COO. The ideal candidate will be a strong communicator, have exceptional multitasking abilities, and demonstrate the utmost professionalism and confidentiality when handling sensitive information.

QUALIFICATIONS:

1. Proficiency in Microsoft office applications, with advanced competence and knowledge of excel, is required.
2. Two to three years of experience supporting C-level executives. REQUIRED
3. Proficient in Microsoft Word, Excel, Adobe, and Outlook with the ability to quickly learn other programs.
4. Excellent customer service skills
5. Excellent communication skills with strong written (effective and succinct), verbal (well-spoken, eloquent and articulate in delivery), and interpersonal skills
6. Ability to communicate professionally and effectively with all levels of the organization.

EDUCATION:

• High school diploma
  Language Skills: Ability to read and interpret documents such as medical documents, plan documents, operating and maintenance instructions and procedure manuals. Must have excellent effective and succint writing, articulate well spoken verbal communication skills, adept in customer service and outstanding computer profeciency. Will be required to write routine reports and correspondence and effectively communicate orally and in writing with members, physicians, Insurance Companies, Trustees and Management staff.
  Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations and irritated members.
  Other Skills and Abilities: Must have strong interpersonal skills with the ability to communicate with all levels of IBT of PORAC. Self-directed and well organized. Understand general benefit structures of the health care delivery system such as PPO, POS and HMO plans. Must have accurate and expedient data entry skills.
  Physical Demands: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is required to walk and attend meetings.
  Specific vision abilities are required by this job and include close vision and the ability to adjust focus.
  Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
  The noise level in the work environment is usually moderate.
  Job Type: Full-time
  Pay: $28.00 per hour
  Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In perso

ADMINISTRATIVE DUTIES:

1. Manage the COO’s calendar, including scheduling appointments and meetings.
2. Prepare and organize materials for meetings, including agendas and reports.
3. Responsible for recording and documenting meeting discussions, highlighting the need to accurately capture key decisions, action items, and next steps from team meetings, often including the names of attendees and any relevant deadlines assigned during the discussion.
4. Oversee and maintain employee licensing as well as Third-Party Administrator (TPA) insurance licensing in all states, ensuring compliance with regulatory requirements and timely renewals. Coordinate travel arrangements and itineraries for the COO.
5. Schedules and coordinates travel arrangements for Trustees, as needed.
6. Act as liaison between COO and various departments.
7. Handle correspondence and communications on behalf of the COO.
8. Support the COO in project management and operational tasks as needed.
9. Perform data research (i.e., membership, participation, premium, reconciliations, etc.)
10. While maintain a high level of service acts as a liaison and coordinates inquiries from members, vendors, legal representatives, and public agencies.
11. Maintains high level of confidentiality of information processed through the Chief Operating Officer’s office.