Executive Assistant

Posted on by Brandi Petersen

PACE Central Michigan

Executive Assistant

What is a PACE program?

  • The Program of All-Inclusive Care for the Elderly (PACE) is a unique health care model designed to help seniors (participants) stay safely in their home for as long as possible.  PACE coordinates and provides or facilitates all medical care for its participants.  Services are delivered across various settings, including on site at the PACE center, in the community, and in participant homes.

Why Work at PACE?

At PACE, employees have the opportunity to see the full impact of their efforts.  Staffing ratios are much lower, time spent with each participant is much greater, and team collaboration occurs much more frequently than in other care settings.  PACE is a very fulfilling health care delivery model for its employees.   

Executive Assistant Responsibilities Include But Are Not Limited To:

  • Support the Executive Director and leadership team with high-level, confidential, needs promoting the organization’s core values and processes.
  • Prepare reports and presentations for the Executive Director and leadership team.
  • Handle confidential information and communications for the Executive Director and leadership team.
  • Full comprehension of company’s operations, core values, and processes.
  • Prepares materials as needed for meetings, special events, presentations, and community education. 
  • Coordinates schedule and/or calendar; sets up meetings as needed; schedule travel and conference accommodations for the leadership team.
  • Handles the logistics and needs for company-wide events as needed.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution for the Executive Director and leadership team.
  • Answer calls or greet visitors and determine whether they should be given access to the Executive Director or leadership team members.
  • Open, sort, and distribute incoming correspondence for the leadership team, including faxes and email.
  • Handle schedule and calendar management for the Executive Director and the leadership team as needed
  • Provide administrative support for the board meetings, prepare, and distribute board packets, take minutes, and communicate as needed to board.
  • Prepares vendor contracts with guidance from Executive Director, follows up on contracts as needed, maintains contract list and files, ensures all required vendor documentation is obtained and updated as necessary and alerts Executive Director of expiring contracts in a timely manner
  • Conduct quarterly audits of vendor employee files
  • Arrange travel plans and offsite meetings or events for the Executive Director and leadership team.
  • Assist in scheduling meetings, including reserving rooms, and ordering food and beverages.
  • Assist with special projects as directed by the leadership team.
  • Perform general office duties such as sending out shipments or mail and maintaining files for the leadership team.
  • Arranges food service and room reservations for companywide meetings, corporate, and board events.
  • Provide administration support for PCPs and NPs as directed.
  • Must care, support, and collaborate with everyone involved in the participant’s care including staff and    the participant’s family using the participant centered care model.
  • Keeps leaders informed of problems, issues, and opportunities.
  • Delegates administrative authority, responsibility, and accountability to other responsible persons.
  • Assists in developing, implementing, and coordinating administrative policies, procedure manuals, job descriptions, etc.
  • Assists in administrative studies and projects as assigned or that may become necessary.
  • Proofreads and corrects letters, drafts, reports, etc. for grammar, punctuation, spelling, etc.
  • Assists in preparing departmental budgets.  Serves on committees or meetings as directed.
  • Attend and participate in workshops, seminars, etc. to keep abreast of current changes in administrative procedures.
  • Assures that the office is maintained in a clean and safe manner, and that equipment and supplies are maintained to perform required duties.
  • Must complete all required education and file requirements on time.
  • Performs other duties as assigned.

Qualifications & Requirements:

Education: High School Diploma (or equivalent), Associates or Bachelor’s degree preferred in a relevant field.

Experience: Must have at least 2 years of experience in an Executive Assistant role. 

Number and Type of Employees Supervised (optional): None.

Licensure, Registry or Certification Required: Valid Driver’s License

Qualifications: Must be able to effectively work in a team environment. Advanced ability in computer software, correspondence skills, report writing, and telecommunications. Must have a well-developed ability to show discretion and maintain confidentiality. Strong communications skills, both written and verbal. Must clearly demonstrate a high degree of organizational and people skills.   

Immunizations:Be medically cleared for communicable diseases and have all immunizations up to date before engaging in direct participant contact.

PACE Central Michigan is an equal opportunity employer and does not discriminate based on age, race, color, religion, sex, national origin, disability, or veteran status.

Job Category: PACE Central Michigan
Job Type: 8 Hour Shifts
Job Location: Mt. Pleasant MI

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I certify that all information I have provided in order to apply for and secure work with this employer is true, complete and correct.

I expressly authorize, without reservation, the employer, its representatives, employees or agents to contact and obtain information from all references (personal and professional), employers, public agencies, licensing authorities and educational institutions and to otherwise verify the accuracy of all information provided by me in this application, resumé or job interview. I hereby waive any and all rights and claims I may have regarding the employer, its agents, employees or representatives, for seeking, gathering and using truthful and non-defamatory information, in a lawful manner, in the employment process and all other persons, corporations or organizations for furnishing such information about me.

I understand that this employer does not unlawfully discriminate in employment and no question on this application is used for the purpose of limiting or eliminating any applicant from consideration for employment on any basis prohibited by applicable local, state or federal law.

I understand that this application remains current for only 30 days. At the conclusion of that time, if I have not heard from the employer and still wish to be considered for employment, it will be necessary for me to reapply and fill out a new application.

If I am hired, I understand that I am free to resign at any time, with or without cause and with or without prior notice, and the employer reserves the same right to terminate my employment at any time, with or without cause and with or without prior notice, except as may be required by law. This application does not constitute an agreement or contract for employment for any specified period or definite duration. I understand that no supervisor or representative of the employer is authorized to make any assurances to the contrary and that no implied oral or written agreements contrary to the foregoing express language are valid unless they are in writing and signed by the employers president.

I also understand that if I am hired, I will be required to provide proof of identity and legal authorization to work in the United States and that federal immigration laws require me to complete an I-9 Form in this regard.

This Company does not tolerate unlawful discrimination in its employment practices. No question on this application is used for the purpose of limiting or excluding an applicant from consideration for employment on the basis of his or her sex, race, color, religion, national origin, citizenship, age, disability, or any other protected status under applicable federal, state, or local law. This Company likewise does not tolerate harassment based on sex, race, color, religion, national origin, citizenship, age, disability or any other protected status. The Company takes all complaints of harassment seriously and all complaints will be investigated promptly and thoroughly.

I understand that any information provided by me that is found to be false, incomplete or misrepresented in any respect, will be sufficient cause to (i) eliminate me from further consideration for employment, or (ii) may result in my immediate discharge from the employers service, whenever it is discovered.

DO NOT SIGN UNTIL YOU HAVE READ THE ABOVE APPLICANT STATEMENT.

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