Executive Assistant to President

The Executive Assistant to the President, EnvisionRxOptions, is responsible for performing overall administrative duties at the executive level, including communication and coordination with clients, employees and other key executives. This position has no direct reports.

Department: Executive Administration

Supervisor: President, EnvisionRxOptions

Exemption: Exempt

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform a broad variety of administrative tasks for the President with utmost poise and discretion
• Manage an extremely active calendar of appointments and meetings
• Complete expense reports and monthly corporate expense reconciliation
• Compose and prepare correspondence that is sometimes detailed and confidential
• Format and distribute company-wide announcements on behalf of the President and his executive staff
• Arrange and confirm complex and detailed travel plans including flight reservations, lodging and meeting accommodations, dining and transportation arrangements as well as itineraries, and agendas
• Compile documents for travel-related meetings and conferences
• Provide 24-hour assistance and logistical support for all meetings, travel, itinerary changes, and business needs for the President
• Plan, coordinate and ensure the President’s schedule is followed and respected, providing “gatekeeper” and “gateway” role and creating win-win situations for direct access to the President’s time and office
• Maintain workflow under pressure and in a fast-paced, high-profile work environment
• Facilitate cross-divisional coordination of travel and outreach plans and work closely with other members of the executive administration team to ensure smooth daily operations of the executive office
• Arrange and prepare for President round tables, town halls, committee meetings, onsite meetings and conference calls, anticipating A/V and material needs as well as arranging for meals and refreshments as needed
• Perform critical aspects of deliverables for the President, such as drafting acknowledgement and response letters, preparing presentations and following through on requested signatory documents, applications and legal requirements including fingerprints and passport photos
• Ensure that the President’s bio is kept updated, respond to requests for materials regarding the President and the organization in general and work with sales, marketing and compliance teams to coordinate production of public relations and internal company-wide communications
• Prioritize incoming communications, requests, and conflicting needs from clients, prospective clients, professional colleagues and outside corporate executive leadership and handle matters expeditiously and proactively
• Follow through on all projects to successful completion by establishing timelines and objectives, gaining cooperation of others, monitoring progress and paying meticulous attention to details, often with logistical challenges and deadline pressures
• Plan and organize annual executive committee off-site meeting and legal department off-site meeting
• Keep the President and executive leadership informed of any items for which feedback is needed and determine appropriate course of action, referral or response

REQUIREMENTS:

• High school diploma or GED
• Minimum 5 to 8 years’ executive administration experience
• Proficient in Microsoft Office and industry related software programs
• Ability to exercise considerable judgment, maintain confidentiality, and act in a diplomatic manner
• Ability to independently identify, research and resolve issues
• An intelligent and articulate individual who can relate to people at all levels of an organization and possesses excellent communication skills
• An excellent facilitator who is experienced in resolving conflicts between different parties to a dispute
• A decisive individual who possesses a strategic focus as well as an operational, implementation, and detail oriented perspective
• A strategic planner with sound technical skills, analytical ability, good judgment, and strong operational focus
• Ability to work with peers in a team effort
• Demonstrated ability to manage multiple priorities and deadlines
• A well-organized and self-directed individual who is able to work with minimal amount of supervision
• Capability to efficiently complete tasks in a fast paced environment
• Ability to work extended hours, weekends, and holidays pursuant with industry demands
• 24-hour availability to work remotely to meet executive needs
• Willingness to travel

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in health administration, business or related field
• Project management experience
• Bilingual in English and Spanish

WORK ENVIRONMENT:

Includes a typical office environment, with minimal exposure to excessive noise or adverse environmental issues. Mode of travel would normally be by car or airplane.

PHYSICAL REQUIREMENTS:

The 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.

While performing the duties of this job, the individual is regularly required to sit and talk or hear. The individual is occasionally required to stand, walk and use hands to finger, handle, or feel. The vision requirements include: close vision.

Reporting Structure and Location:

This position will be located in the Overland Park, Kansas office. Relocation is not available. This position is not designed to be a remote position.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)