Job Description

Welcome to Montage Health’s application process!

Job Description:

The Executive Assistant provides support to Aspire departments including the Chief Executive Officer and the Chief Medical Officer.  This individual will work with a high degree of independence and responsibility and is an instrumental part of Aspire’s growth and development.  S/he will play a major role in assisting the CEO and CMO in meeting preparation including Board and Committee meetings. Support the continued improvement of office systems and schedules.

Responsibilities

  • Provide administrative support to the CEO and CMO.

  • Establish and maintains credible and effective working relationships with key stakeholders including internal and external contacts, board members, executives, and management team members.

  • Field telephone calls from vendors and clients.

  • Manage inbound and outbound provider communications with tracking and follow-up for Clinical Quality Improvement efforts (PQI)

  • Serve as liaison for CMO for all communications initiatives, including internal and external communications, as well as content co-creator and editor for a variety of staff, member, and provider materials

  • Greet visitors and direct as appropriate.

  • Coordinate and participate in a minimum of five quarterly meetings with external partners (prepare agenda, take and distribute minutes and policies, coordinate preparation with meeting leaders, track attendance)

  • Receive and distribute incoming mail, oversight of Admin Support Staff.

  • Proactively assist with coordination of meetings including logistics, audiovisual, food, and materials (presentations, handouts, agendas) as needed.

  • Arrange travel and manage calendars for conferences and site visits.

  • Prepare office correspondence and documents by using MS Word and Excel.

  • Prepare and/or revise slideshow presentations by using MS PowerPoint.

  • Manage purchasing of supplies and other office equipment.

  • Oversee maintenance of office equipment.

  • Code and prepare payment for accounts payable and receivable.

  • Expense account reconciliation.

  • Consultant travel arrangement / Invoicing

  • Organizational Chart maintenance.

  • Coordinate Business Rate Agreements/Schedule with all local hotels for Montage

  • Contract facilitation and upload to MediTract.

  • Special event coordination.

  • Coordination of Equipment/Workspace moves

Position Requirements

  • At least three years administrative experience

  • Proficiency on Microsoft Office applications, with an emphasis on Word, Excel and PowerPoint

  • Working knowledge of basic accounting practices for accounts payable and receivable

  • Strong oral and written communication skills and a professional telephone manner

  • Excellent critical thinking ability

  • Commitment to maintaining information confidentiality, discretion,  and accuracy

  • Willing to work adjusted hours, such as weekends and evenings, when necessary for special events or presentations

  • Flexible and positive attitude, with ability to multi-task and manage multiple projects at once

  • Excellent organizational skills and attention to details

  • Works well under pressure, sometimes with short project timelines

  • Capable of excelling in small, growing organization

  • Works well independently as well as collaboratively, and takes initiative to identify project improvements

  • Ability to lift and carry up to 35 pounds

  • Valid CA driver’s license and access to transportation

Preferences

  • BA or BS degree or equivalent with emphasis in Business Administration or  Accounting preferred

  • Experience working in small business and/or non-profit organization preferred

  • Healthcare experience

  • Interest in Health Equity is a plus.

About Aspire

Aspire Health Plan is a locally owned Medicare Advantage HMO that provides comprehensive medical coverage to seniors and other Medicare recipients in Monterey County. We’re proud to be a community-centered organization backed by Community Hospital of the Monterey Peninsula and Salinas Valley Memorial Hospital. Over 700 doctors, many other healthcare providers, and all four Monterey County hospitals are part of the Aspire Health Plan network. It’s the care you need from people you know.

Salary Range:

$36.12-$48.28

Benefits          Competitive benefit package

Salary             Commensurate with experience

Aspire Health Plan is an equal opportunity employer

Assigned Work Hours:

Position Type:

Regular

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Application Instructions

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