TMF Health Quality Institute and C2C Innovative Solutions, Inc. are Equal Opportunity Employers (Minorities/Females/Vet/Disability)

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2017:98: Executive Assistant III
Position Code:2017:98
Team:Administration
Location:Austin, TX
  
Job Responsibilities:

Position Purpose:
Performs highly advanced (senior-level) administrative and executive support work.  May supervise the work of others.  Oversees and provides administrative support to executive staff and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive.  Works under minimal supervision, with considerable latitude for the use of initiative and independent judgement. 

Essential Responsibilities:
• Provides highly advanced administrative and technical assistance to a senior executive.
• Acts as the point of contact between executives and internal/external clients.
• Coordinates quarterly board meetings and monthly executive meetings including scheduling, preparing notices and setting agenda, taking minutes, catering and travel arrangements. 
• Manages Diligent Boardbooks for board, sub-committee, and executive committee meetings.
• Coordinates meetings.
• Prepares advanced correspondence including letters, memoranda, reports, and other confidential materials.
• Provides technical guidance and direction on administrative matters to executives, management, or other staff.
• Develops, reviews, and communicates administrative policies, procedures, standards, and methods.
• Oversees the review and evaluation of administrative practices and programs and formulates policies.
• Researches laws, rules, and regulations.
• Oversees, develops and maintains files, databases, records, logs and tracks progress of activities.
• Oversees the preparation of reports, manuals, and publications.
• Oversees administrative assignments, programs, and other administrative matters within a program, division, or agency.
• Manages calendars, meetings, and other organizational activites on behalf of executive.
• Interprets and reviews policies and procedures and makes administrative decisions as appropriate.
• Maintains strict confidentiality of all sensitive and proprietary company, personnel and research matters and information.
• Communicates company objectives, tasks, and decisions to staff on behalf of executive.
• May direct and lead the work of others.  Trains support staff.
· May participate in and/or coordinate the Request for Proposal (RFP) and proposal process.
· Participates in special projects and performs other duties as assigned.

Job Qualifications:

Minimum Qualifications
 
Education
• Bachelor's degree from an accredited college or university

Experience
• Seven (7) years administrative support experience
• Five (5) years executive-level administrative support experience

Knowledge, Skills and Abilities

Extensive knowledge of
• Automated record-keeping methods
• Business and administrative practices and procedures
• Program/project planning, development and management methodologies
• Budgeting methods and procedures
• Applicable systems and applications
• Customer service concepts
• Applicable Laws, rules and regulations

Expert skill in
• Coordinating and scheduling meetings, activities, and resources
• Researching, analyzing and interpreting policies and state and federal laws and regulations
• The responsibilities associated with administrative practices and procedures to include writing, editing and report writing techniques, record keeping and records management
• Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency
• The responsibilities associated with secretarial and office procedures to include the use of proper business telephone etiquette, internal communication strategies and use of basic office equipment
• Maintaining effective working relationships with others
• Preparing and maintaining records, files and reports
• The use of basic mathematical functions
• The use of personal computers and applicable programs, applications and systems

Ability to
• Handle high-level administrative issues
• Multitask and meet deadlines
• Exercise logic and reasoning to define problems, establish facts and draw valid conclusions
• Make decisions that support business objectives and goals
• Identify and resolve problems or refer issues appropriately
• Communicate effectively verbally and in writing
• Adapt to the needs of internal and external customers
• Show integrity and ethical behavior; respect confidentiality, business ethics and organizational standards
• Assure compliance with regulatory, contractual and accreditation entries

Work Environment
Requires working in an office/cubicle environment; sitting, standing, walking, bending, twisting and/or reaching. Requires repetitive movement; ability to lift, carry or move up to 25 lbs. when transporting work equipment or materials.  May require ability to operate a motor vehicle; the ability to travel by motor vehicle and commercial airline.  May require overnight travel.