Executive Asst (1144)

ABOUT PRIMECARE HOME CARE:

Primecare Home Care services is committed to delivering the highest quality care with integrity, passion, and love. We are a licensed Private Home Care provider with an array of services: Skilled Nursing, Personal Care Services, Companionship and Structured Family Caregiving in the comfort of their home. Primecare Home Care Services puts the emphasis on CARE! Each of our clients are assigned their very own carefully screened primary and backup caregiver based on their interest and needs. We thrive off the ability that our clients can continue to reside in their home.

Our Core Values:

CARE: Possessing a strong desire and passion for serving from our hearts

RELIABILITY: Your word is your bond. If you make a commitment or say you are going to do something. You simply do it.

HONESTY: Operating in truth, integrity, and transparency

PUNCTUALITY: Arriving on time, starting on time, delivering on time, and most importantly ending on time.

PROFESSIONALISM: Consistently achieving high standards both in what we do, what we say and how we behave.

POSITION SUMMARY:

As an Executive Assistant for the Chief Growth Officer (CGO), you will play a crucial role in supporting the executive's efforts to drive growth, innovation, and excellence in our home care and hospice services. You will be responsible for managing administrative tasks, ensuring smooth communication, and assisting with various projects to help our organization achieve its growth objectives. This role involves preparing and analyzing reports, maintaining data accuracy, and ensuring timely submission of reports to the Chief Growth Officer. The Executive Assistant requires frequent interactions and working closely with various Primecare sister companies to drive organizational efficiency. Exceptional organizational skills, attention to detail, and proficiency in data analysis tools are essential for this position.

ESSENTIAL DUTIES:

Administrative Support:

• • Manage the executive's calendar, appointments, and travel arrangements.

• • Handle phone calls, emails, and correspondence on behalf of the Chief Growth Officer.

• • Prepare and review documents, reports, and presentations.

• • Organize meetings and conferences, including agenda preparation and minute-taking.

• • Maintain confidential files and records.
  • Assists in any special projects as deemed necessary by the CGO
• Manages CGO’s files, utilizing electronic storage whenever possible and retaining hard copies as required.
• Responsibilities include the development of an approval process, templates.
• Develop and execute pre/post surveys to measure the success of the event and promote hosting as a development opportunity for directors and senior managers.
• Develop and maintain an electronic communications library. The library must include templates for speeches, correspondence, and presentations. Presentations must always include current information and statistics to facilitate quick and consistent development of presentation materials. The library must also include key talking points and current biographies for the CGO, Leadership Team and Executive Team.

Communication and Coordination:

• • Act as a liaison between the Chief Growth Officer and internal/external stakeholders.

• • Ensure timely communication within the growth department and with other teams.

• • Assist in drafting, editing, and proofreading communications and reports.

Project Assistance:

• • Support the Chief Growth Officer in project management, including tracking project timelines and deliverables.

• • Conduct research, collect data, and compile information for strategic initiatives.
  • Oversees Primecare’s growth entities ensure projects are moving in accordance to deadlines.
  • Create a triage system to relay information and requests for support, including a decision tree that determines to whom various items are delegated. Track GCO action items (items, assigned to, status, outcome) and escalate key items that are in jeopardy.

Event Planning:

• Help plan and coordinate events, seminars, and workshops related to growth initiatives.
• Develop and execute pre/post surveys to measure the success of the event and promote hosting as a development opportunity for directors and senior managers.
• Develop and execute standard process for CGO engagement with community events. Process must include an evaluation of whether the event requires CGO presence or could be delegated to another Leader.
• Ensure logistics are managed efficiently.
• Own visits and tours for Primecare and other Primecare sister companies.

Data Management

• Analyze reports to identify trends, patterns, and areas for improvement, and present findings to the Chief Growth Officer.
• Support the Chief Growth Officer by providing necessary information and reports for presentations and meetings.
• Develop and maintain an efficient reporting system to track key performance indicators and provide accurate data for decision-making.
• Collect data from various sources, compile information, and prepare comprehensive reports on a regular basis.
• Ensure the accuracy, completeness, and consistency of data in reports, adhering to established quality standards.
• Utilize data analysis tools and software to generate meaningful insights and visualize data for reporting purposes.
• Collecting and interpreting the data for a specific purpose.
• Maintains databases and spreadsheets.
• Auditing of data requested by the CGO.

I, the undersigned employee, acknowledge receipt and understanding of this job description. I realize that it reflects a general list of responsibilities of the position, as well as a general description of the working environment and physical demands of the position. I have notified Human Resources of any reasonable accommodation(s) I require, and should I require any reasonable accommodation in the future, I agree to request such accommodation by notifying Human Resources. I have accepted this position and represent that I am capable of performing such functions with or without reasonable accommodation.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCES:

• Proficient in Microsoft Office Suite, Google Suite, or similar software.
• Ability to build spreadsheets, pivot tables and v-lookup.
• Proven experience as an executive assistant or in a similar role.
• Knowledge and understanding of spreadsheets.
• Creating an easy-to-understand data analysis visualization.
• Excellent written and verbal communication skills.
• Excellent organizational and time management skills.
• Ability to exercise discretion and professionalism when overseeing highly confidential and sensitive information.
• Ability to travel for meetings to other locations, up to twice per week.
• Availability to work evenings and weekends as needed.

MINIMUM QUALIFICATIONS:

• Associate degree in business administration, healthcare management, or a related field preferred.
• Minimum of five (3) years of experience in a similar role
• Well-organized, self-directed, customer-service orientated, and timely.

PREFERRED QUALIFICATIONS

• Bachelor's degree in business administration, healthcare management, or a related field preferred.
• Minimum of five (5) years of experience in a similar role
• Experience with budget management, event planning, and project management
• Strong proficiency in data analysis tools (e.g., Microsoft Excel, Tableau, Power BI).
• Familiarity with healthcare industry terminology and practices is a plus.

OTHER QUALIFICATIONS

Language Skills
• Ability to read, analyze and interpret regulations and other documents.
• Strong interpersonal skills and ability to effectively and tactfully present information to, and communicate with, co-workers, employees, and others.
• Possess exceptional English written and verbal communication skills, including accurate grammar and business correspondence knowledge.
• Ability to read and write memos, reports, and correspondence that conform to prescribed style and format.

Reasoning Ability
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

Other Skills and Abilities:
• Able to establish and maintain cooperative and positive working relationships.
• Organized, detail-oriented, courteous, proactive, self-motivated, dependable, and customer service driven.
• Even-tempered and able to balance multiple tasks in accordance with changing deadlines and priorities in a fast-paced environment.
• Ability to work sensitively and effectively with individuals of diverse ethnic and cultural backgrounds.

General Job Performance Requirements
Meets/exceeds established performance goals. Additional performance requirements may be communicated.
• Alignment with Company Goals & Objectives – Supports the organization’s mission, vision, and values and holding self-accountable for applying these principles daily and personally living them when working with coworkers, participants, clients, and all other business contacts.
• Adherence to Company Policy – Follows and enforces guidelines as established by policies. Conforms to company and job standards and requirements. Shows respect for others. Acts in the best interests of the company at all times. Serves as an example for others. Conducts business in an ethical fashion.
• Job Knowledge – Demonstrates a thorough understanding of his/her job processes and procedures. Integrates knowledge to efficiently accomplish job requirements. Efficiently uses resources (including staff and management) to obtain additional knowledge.
• Cooperativeness – Consistently supports management decisions as demonstrated by his/her actions. Demonstrates a “can do” attitude by responding positively to instructions. Follows instructions and works harmoniously with others to complete the job or task.
• Commitment – Commits to his/her job and to the success of the company. Continuously puts forth the effort to achieve goals and continuous quality improvement. Degree to which employee goes the extra step to ensure job/task completion. Takes initiative to offer ideas to improve processes or results.
• Customer Service - Embraces the organization's commitment to internal and external customer service and demonstrates a customer-centric approach when interacting with co-workers, participants, clients, and all other business contacts.
• Safety – Maintains a safe workplace. Reports all unsafe work conditions to supervisor and/or Safety & Loss Control Manager and works in conjunction with supervisor, Safety & Loss Control Manager, and staff to correct unsafe work conditions. Follows and enforces all safety policies.
• Quantity of Work / Productivity – Produces at a high volume. Always puts forth the effort to maximize productivity. Meets or exceeds established work deadlines. Engage in a productive work effort whenever possible. Meets goals and objectives.
• Quality of Work – Produces work that is accurate and reliable. Accomplishes work quickly and efficiently. Works in a thorough and organized manner while minimizing downtime. Results are consistently within acceptable quality standards.
• Reliability – Completes responsibilities with minimal direct supervision. Follows through with assigned jobs and tasks all the way through completion. Puts forth the effort to achieve goals and objectives under varying circumstances.
• Attendance – Meets or exceeds punctuality and attendance expectations/requirements. Faithfully reports to work and conforms to scheduled work hours. When necessitated, follows call-in procedures, and informs others of absences.
• Communication – Exhibits good interpersonal skills. Develops and fosters professional relationships with co-workers, participants, clients, and vendors. Keeps others informed as directed by operational demands and need-to-know. Keeps self-informed of announcements made via established company venues.
• Confidentiality – Maintains confidentiality of employee, participant, and client data/information, and any other sensitive organization information as appropriate.

Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Requirements
• Employees are frequently required to sit. Employees are frequently required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and occasionally stoop, kneel, or crouch.
• Requires manual and finger dexterity and eye-hand coordination.
• Requires the ability to use department equipment, such as telephones, personal computers, adding machines, copiers, fax machines, etc. Position requires frequent use of computers and phones.
• Requires the ability to lift/carry up to 30 pounds using appropriate body mechanics.

Visual, Hearing and Communication Requirements
• Requires corrected vision, including close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Requires hearing to normal range and must be able to communicate effectively verbally and in writing with co-workers, vendors, clients, and others for work-related purposes.

Work Environment
Work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Pressure Factor
• May require working under stressful conditions.
• May experience pressure to meet scheduled timelines.

Environmental Conditions
• The employee normally works indoors in a typical, temperature-controlled office environment.
• Noise level in the work environment is usually moderate.
• There may be distractions such as phone calls, work interruptions, and communication from co-workers or participants.