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Executive Assistant - Valley Health Alliance

Company: Aspen Valley Hospital
Location: Aspen
Posted on: November 4, 2019

Job Description:

The Valley Health Alliance Executive Assistant will work from our office located in the Third Street Center in Carbondale, CO. The Valley Health Alliance is a nonprofit collaborative of six of the largest self-insured employers in the Roaring Fork Valley including Aspen Skiing Company, Aspen Valley Hospital, City of Aspen, Mountain Family Health Centers, Pitkin County and Valley View Hospital. Our mission is to promote the health and well-being of our communities by collaborating to provide healthcare that is accessible, affordable and high quality. Primary Scope of Responsibilities: Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments, scheduling and coordinating numerous meetings With feedback from the Executive Director and Board of Directors, develop meeting Agendas, Record and Prepare Minutes of all meetings Assist in the preparation of Prezi and PowerPoint presentations Maintain inventory and office supplies; anticipating office needs Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment Assist with budget preparation and reporting Be prepared to execute responses to routine emails, letters, or correspondence when requested Prepare monthly reimbursement requests to fiscal officer using required Check Request forms Interact with visitors and when necessary; problem solve. Ensure Executive Director is always notified of customer complaints or questions. Prepare, in advance, for numerous monthly meetings of Board of Directors and Workgroups i.e. time, space/location, food, handouts, electronic presentations, conference line set up, etc. Working knowledge of Interactive Meeting software such as Zoom, WebEx, GoTo Meeting, others POPULATION SPECIFIC CRITERIA Demonstrates the ability to assess and interact with customers of all ages, recognizing language and learning barriers, and technology challenges. Able to state his/her duties during a code pink drill. #Minimum Qualifications: 3+ years administrative support or executive assistance Proficiency in software programs, apps and remote technology programs such as Word, Excel, Publisher, PowerPoint, Prezi, Google docs, Drop Box and Outlook for email and meeting scheduling Advanced MS Office experience Strong interpersonal communication skills Multi-tasking skills Exceptional organizational skills Strong analytical skills Ability to work independently Ability to communicate clearly verbally and in writing Ability to listen to and learn from supervision and coaching Local travel required (mileage reimbursement) #Education/Certification Requirements: Bachelor#s Degree Preferred# Working Conditions: Normal office environment with little exposure to excessive noise, dust and temperature May be exposed to communicable diseases through normal or careless performance of responsibilities May be exposed to stressful situationsThe Valley Health Alliance Executive Assistant will work from our office located in the Third Street Center in Carbondale, CO. The Valley Health Allianceisa nonprofit collaborative of six of the largest self-insured employers in the Roaring Fork Valley including Aspen Skiing Company, Aspen Valley Hospital, City of Aspen, Mountain Family Health Centers, Pitkin County and Valley View Hospital. Our mission is to promote the health and well-being of our communities by collaborating to provide healthcare that is accessible, affordable and high quality.Primary Scope of Responsibilities:

  • Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments, scheduling and coordinating numerous meetings
  • With feedback from the Executive Director and Board of Directors, develop meeting Agendas, Record and Prepare Minutes of all meetings
  • Assist in the preparation of Prezi and PowerPoint presentations
  • Maintain inventory and office supplies; anticipating office needs
  • Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment
  • Assist with budget preparation and reporting
  • Be prepared to execute responses to routine emails, letters, or correspondence when requested
  • Prepare monthly reimbursement requests to fiscal officer using required Check Request forms
  • Interact with visitors and when necessary; problem solve. Ensure Executive Director is always notified of customer complaints or questions.
  • Prepare, in advance, for numerous monthly meetings of Board of Directors and Workgroups i.e. time, space/location, food, handouts, electronic presentations, conference line set up, etc.
  • Working knowledge of Interactive Meeting software such as Zoom, WebEx, GoTo Meeting, othersPOPULATION SPECIFIC CRITERIA
    • Demonstrates the ability to assess and interact with customers of all ages, recognizing language and learning barriers, and technology challenges.
    • Able to state his/her duties during a code pink drill. Minimum Qualifications:
      • 3+ years administrative support or executive assistance
      • Proficiency in software programs, apps and remote technology programs such as Word, Excel, Publisher, PowerPoint, Prezi, Google docs, Drop Box and Outlook for email and meeting scheduling
      • Advanced MS Office experience
      • Strong interpersonal communication skills
      • Multi-tasking skills
      • Exceptional organizational skills
      • Strong analytical skills
      • Ability to work independently
      • Ability to communicate clearly verbally and in writing
      • Ability to listen to and learn from supervision and coaching
      • Local travel required (mileage reimbursement) Education/Certification Requirements:
        • Bachelor?s Degree Preferred Working Conditions:
          • Normal office environment with little exposure to excessive noise, dust and temperature
          • May be exposed to communicable diseases through normal or careless performance of responsibilities
          • May be exposed to stressful situations

Keywords: Aspen Valley Hospital, Aspen , Executive Assistant - Valley Health Alliance, Healthcare , Aspen, Colorado

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