Executive Assistant - Human Resources

LifeNet Health•Virginia Beach, VA

6d•Onsite

About The Position

Every day, YOU help us to save lives, restore health, and bring hope to patients and families around the world. At LifeNet Health, we cultivate growth, innovation, and collaboration, where your contributions drive solutions that benefit humanity. Together, we are united by a mission greater than ourselves, a purpose rooted in healing. ABOUT THIS JOB Location: Virginia Beach, VA (on-site) Department: Human Resources Schedule: Monday – Friday, 8:15 a.m. – 5:00 p.m. (ET), overtime as needed Clinical Status: Non- clinical HOW YOU’LL MAKE AN IMPACT The Executive Assistant will perform various complex and confidential administrative related functions in support of corporate level personnel/functions as assigned. Serve as primary point of operational and administrative support for the Executive Leadership Team member of the designated department. Coordinates meetings, activities and events; performs various secretarial functions; and, assists with other administrative functions as needed and directed by the designated department head. Your work will have purpose every single day, contributing directly to life-changing outcomes.

Requirements

Bachelor’s degree
Four (4) years of related administrative support experience
Two (2) years of executive administrative support experience
Proficiency in Microsoft Office applications, specifically Outlook, Word, Excel, SharePoint, Visio, and PowerPoint.
Demonstrated ability in standard office equipment operations.
Professionalism, integrity, and discretion in handling confidential information.
Excellent written and verbal communication skills.
Exceptional organization, planning, time management, and problem-solving skills.
Type 50 words per minute

Nice To Haves

Six (6) years of related administrative support experience
Four (4) years of executive administrative support experience

Responsibilities

Administrative Support: Perform various administrative functions to include scheduling appointments and maintaining the ELT member’s calendar(s); arrange travel and accommodations for ELT member(s), clients and business associates; type memos and other written correspondence. Track ongoing projects and outstanding action items. Triage and prioritize daily demands to ensure urgent, high priority matters are handled in a timely manner. Manage problems to their resolution and coordinate with appropriate resources as needed. Act as a liaison for ELT direct reports, coordinate team activities, and manage other key administrative activities for the team as needed (space planning, new-hire onboarding, updating organizational charts, etc.). Work with HR as needed to onboard/terminate employees and contractors and with IT to ensure department personnel have necessary equipment and access to perform assigned roles.
Meeting Coordination: Project manage, schedule and coordinate arrangements for internal and external meetings and special events. Ensure contracts are created, negotiated and signed for any service related to the event. Provide administrative support at meetings by recording, writing, transcribing, and distributing minutes as needed. Schedule space for department meetings ensuring the room supports the number of attendees and the nature of the meeting. Prepare meeting agendas. Coordinate catering for all department sponsored events.
Customer Service: Greet visitors to the department with a smile while using good eye contact. Answer visitor inquiries timely and/or triage visitors to the appropriate department person. Greet and escort guests to appropriate meetings with department leadership and/or employees. Respond to routine external correspondence and telephone inquiries using good customer service behaviors. Effectively serve as the point of contact for customers, business partners, and suppliers who contact the executive and ensure that such interactions create a favorable brand impression for LifeNet Health as a whole.
Fiscal Support: Reconcile and process monthly credit card statements and expense statements for executive(s) and resolve any outstanding issues. Complete and process department invoices and purchase orders. Maintain departmental office supply inventory and order supplies as needed. Monitor and coordinate department accounting activities as appropriate, and prepares internal reports for management.
Document Management: Maintain a variety of files and records, including confidential and time sensitive materials. Gather, enter, and/or update data to maintain departmental records and databases, as appropriate. Establish and maintain files and records for the department. Accurately complete and perform final review for all documentation according to applicable Standard Operating Procedures. Create, develop, update and maintain Word documentation, PowerPoint presentations, Excel-based reports and HTML files on a routine basis.
Communication Support: Streamline inbound/outbound communications, maximizing productivity and ensuring all requests receive attention with the proper level of urgency. Compose, prepare, and distribute communications (written, verbal, electronic) through appropriate channels. Represent management through telephone and personal contacts in professional and courteous manner.

Benefits

Affordable Medical, Dental, and Vision Coverage- Comprehensive care that won’t break the bank.
Profit Sharing Plan- Share in the success you help create.
403(b) Retirement Plan- Invest in your future with confidence.
Paid Parental Leave- 6 weeks to bond with your newest family member.
Corporate Sponsored Events- Celebrate milestones and build connections.
Generous Paid Time Off- Because balance matters:
18 vacation days (based on position, tenure, and state laws)
9 sick days (subject to local and state regulations)
9 holidays (7 standard + 2 floating)
Flexible Work Program- For approved roles, how and where you perform best.
Tuition reimbursement- We invest in your growth and education.
Career & Leadership Development- Expand your impact and potential.
Wellness Program- Prioritize your health with holistic resources.
Employee Assistance Program (EAP)- Support for you and your household.
Incredible teammates- Collaborate with passionate, dedicated professionals.