Executive Assistant – Property and Casualty Claims
USAA
Executive Assistant – Support Services
Health Care District of Palm Beach County
full-time
Posted on:
Location Type: Hybrid
Location: Palm Beach • Florida • 🇺🇸 United States
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Receives, prioritizes, and directs all incoming correspondence and requests. Responds to both written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities.
- Coordinates office management functions with other administrative assistants to ensure smooth and effective day-to-day operations of Executive Suite.
- Maintains, organizes, and coordinates detailed and busy calendar for the office they support and office activities such as staff schedules, travel, meetings, appointments, deadlines, and project/program schedules. Coordinates and maintains department meeting calendar and other assigned meetings.
- Acts as liaison with the Board of Directors committees, internal departments, and outside organizations, gathering and relaying information as needed. Maintains appropriate level of confidentiality regarding all communications.
- Process invoices, purchase requisitions while ensuring appropriate approvals and cost center attribution.
- Prepares and formats accurate and effective reports and presentations such as budget performance reports, organizational charts, worktables, records, and related documentation; distributes to appropriate entities.
- Coordinates procurement of office supplies and other materials. Researches and acquires vendor proposals when directed.
- Processes purchasing card receipts and end of month documentation with signatures and sends to finance.
- Screens and manages the proper chain of command and signature authority levels on documents. Reviews various forms, records, charts, and budgets to ensure information is accurate, complete, and current; makes adjustments and corrections as appropriate.
- Effectively utilizes various modern computer applications in creating, maintaining, and updating department records, reports, charts, claims, and files, i.e., word processing software, spreadsheets, presentation software.
- Effectively operates a variety of modern office equipment in performing essential functions, i.e., copy machines, facsimile machines, telephone systems, transcriber, recording equipment, binders, calculators, computers, and printers.
- Effectively maintains, updates, retains and manages department filing system (electronic or paper), to include retrieving files, records, reports, and charts as directed. This includes coordinating the review and updating of department policy and procedures.
- Effectively assists other employees by relaying instructions, coordinating efficient workflow, and requesting information as needed.
- Processes, sorts, and distributes incoming and outgoing mail when applicable.
- Distributes communication concerning but not limited to policy and procedures, directories, mailing lists, department lists, and files as applicable to assigned department.
- Completes special projects and performs related duties as assigned.
Requirements
- Associate’s Degree in business management, communications, or related area or a minimum of 2 years of comparable college credit required. Bachelor’s degree preferred.
- Five (5) years’ experience performing advanced administrative functions in support of senior executives. Advanced administrative experience supporting high level management positions required. Advanced administrative experience providing executive level support in a governmental or health care setting preferred. Must demonstrate expert level personal computer, organizational skills, and office administrative skills and the ability to perform advanced administrative support functions. Considerable knowledge of public or health administration, medical, and/or legal terminology is highly desirable.
Benefits
- Health insurance
- 401(k) matching
- Flexible work hours
- Paid time off
- Professional development opportunities
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
advanced administrative functionsoffice managementcalendar managementinvoice processingreport preparationprocurement coordinationdocument reviewfiling system managementword processingspreadsheet management
Soft skills
organizational skillscommunication skillsconfidentialityworkflow coordinationproblem-solvingattention to detailtime managementinterpersonal skillsliaison abilitiesadaptability
Certifications
Associate’s DegreeBachelor’s Degree
