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Administrative - Executive Assistant

Gardena, CA, USA ● Los Angeles, CA, USA Req #199
Thursday, November 11, 2021
Episource, with over 3500 employees worldwide, is a leading provider of risk adjustment services and solutions for health plans.  Our services help Medicare Advantage, Commercial/Exchange, and Medicaid managed care plans improve and support accurate reimbursement in a post-Affordable Care Act market. Our services include retrospective chart reviews, medical record retrieval, HEDIS/ACO quality reporting, and data analytics, allowing payers and providers to dramatically reduce costs and improve quality of care.  

Job Summary:

The Executive Assistant provides executive support in a one-on-one working relationship.  The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an emerging entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Occasional personal assistant duties will be required such as placing personal flight and restaurant reservations for executives for their vacations and leisure activities.
 

Essential Duties & Responsibilities:

Executive Support

  • Completes a broad variety of administrative tasks for the CRO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CRO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Office of the CEO and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Works closely and effectively with the CRO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CRO updated.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Answer, screen, and route incoming phone calls, responding independently and providing as much client service as possible when requested.
  • First line of communication between executives and business partners, potentially speaking with clients, other employees, and upper management.
  • Works closely with the other administrative support members to cover phones, reception, and other administrative functions.
  • Secures and purchases office supplies for the Office of the CEO.
  • Serves as the administrative liaison to Episource’s Board of Directors.
  • Requires an individual to maintain the ability to work in an environment with PHI / PII data.
  • May be assigned other duties.
  • Must maintain compliance with all company policies and procedures.

Additional Duties and Responsibilities:

  • Coordinate interviews with candidate and scheduling
  • Retrieve revenue report from Salesforce and update the information bi-weekly to Sales Department 1:1 agenda prior to the meeting
  • Retrieve monthly revenue report from Sales Department and update the information to the meeting agenda 
  • Update Sales and Marketing 1:1 agenda based on the information provided
  • Submit expense report for charges made to the credit card to Finance Departments.
  • Receive monthly variance from Finance Department to be emailed it to Sales and Marketing Departments
  • Upload contracts into Salesforce and epiSecure folder

Qualifications:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external clients, and vendors.
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various
  • competing demands and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment.
  • Requires strong computer and internet research skills.
  • Critical thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

  • Bachelor's degree required.
  • Strong work tenure: five years of experience supporting C-Level Executives.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Social Media, and other calendaring / email apps (Gmail preferred).

 

Physical Requirements:

  • Ability to perform the essential job functions safely and successfully and consistent with the ADA, FMLA and other federal, state, and local standards, including meeting productivity standards.
  • Must be able to lift and carry up to 15 lbs.
  • Requires prolonged sitting, some bending, stooping, and stretching, requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, and other office equipment.
  • Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports.
  • Minimal local travel may be required.

Working Conditions:

  • Working conditions are normal for an office environment. 
  • Work may require occasional weekend and/or evening work.

Training Requirements:

  • Company compliance program modules.

·       Company safety regulations.

Episource, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Episource, LLC complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.


Episource, LLC expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Episource, LLC employees to perform their expected job duties is absolutely not tolerated.

Other details

  • Pay Type Salary
Location on Google Maps
  • Gardena, CA, USA
  • Los Angeles, CA, USA