Executive Assistant

Website Vivent Health

Job Code: 2022-ADM-004
FT/PT Status: Administration
Location: Milwaukee Office (WI)
Explore our careers page to learn more about the benefits we offer! https://viventhealth.org/get-involved/careers/

Check out our Youtube channel to learn more about Vivent Health! https://youtu.be/5bu5M6m-GhI

Videos to explore!

1) The Basics – HIV Prevention and Testing – https://www.youtube.com/watch?v=zc6SpQDuNa8
2) How is HIV Transmitted? – https://www.youtube.com/watch?v=z8BwYFlTAGY
3) HIV: Fight Back with HIV Treatment – https://www.youtube.com/watch?v=dhioUIYmv9Q&feature=youtu.be
4) HIV: Let’s Reset What We Know – https://www.youtube.com/watch?v=Pd_7I6M07k0&feature=youtu.be
5) HIV: The Goal of Undetectable – https://www.youtube.com/watch?v=mZ1bIphjxbw&t=17s

Position Purpose

The Executive Assistant handles all administrative and related duties for the President & Chief Executive Officer and Chief Medical Officer to assure the effective and efficient operation of the office and the successful, high level performance of the President & CEO and Chief Medical Officer. This is a highly visible role which interfaces with the Chief executives, medical providers, Board of Directors and leadership at Vivent Health.

The successful Executive Assistant can work independently, anticipate problems, create contingency plans, manage multiple priorities, exercise sound judgment, and interact with a diverse group of people at all levels of the organization. The Executive Assistant performs numerous, advanced, and confidential assignments with finesse, discretion, and diplomacy, and demonstrates a thorough understanding of organizational priorities.

Scope of Responsibilities

Vivent Health is one of the nation’s largest providers of HIV prevention, care and treatment services with a budget approaching $225 million and employing over 450 professionals.

The unique, nationally recognized Vivent Health HIV Medical home model of care assures that everyone with HIV has access to medical, dental, mental health and social services and provides the best opportunity for patients to achieve high quality health outcomes. Vivent Health also provides aggressive HIV prevention services to gay men, injection drug users and others at the highest risk for HIV infection.

Vivent Health currently operates in multiple states nationwide. It embraces a Market Culture to increase access to care, enhance quality outcomes, achieve and surpass financial performance expectations and has an aggressive plan to expand into additional states.

Essential Functions

  • Coordinate the President & CEOs and Chief Medical Officer‘s day to day schedule determining which events require their presence, schedule commitments to maximize productivity and efficiency, and assure appropriate time scheduled to complete all tasks. Requires complex and proactive calendar management within Microsoft Outlook and the ability to adapt to constantly changing needs and priorities.
  • Act as a liaison, problem solver, and facilitator as the first point of contact for the President & Chief Executive Officer and Chief Medical Officer. Anticipate the needs and navigate project or logistical challenges.
  • Prepare information, presentations, reports and packets as well as oversee logistics for board meetings.
  • Arrange complex and detailed travel arrangements, hotel accommodations and itineraries. Track expenses, obtain receipts, reconcile all credit card charges accurately and submit monthly expense reports for processing.
  • Organize internal and external meetings of all sizes, prepare meeting materials and agendas, reserve conference rooms and coordinate the use of audio/visual and technology equipment, provide catering and room set up as needed.
  • Prepare professional presentations including creating Power Points and generating, downloading, and updating various documents, spreadsheets, and databases. Proofread all documents to ensure accuracy.
  • Plan and manage internal agency events and traditions, tours, and other Vivent Health sponsored events.
  • Maintain accurate records and regularly update professional contacts in Microsoft Outlook to ensure up to date information is on file.
  • Provide follow up and follow through on President & CEO and Chief Medical Officer actions to advance the efficiency and effectiveness of the office. Manage multiple projects concurrently for both the President and the Chief Medical Officer, assuring that established deadlines are adhered to by following-up on delegated tasks to ensure projects are completed on time.
  • Manage incoming telephone communication in a professional manner including taking messages, arranging callbacks, providing backup materials for callbacks, and prioritizing and triaging calls to President & CEO and Chief Medical Officer or transfer of inquiries to other Vivent Health leaders.
  • All other duties as assigned by the President and Chief Executive Officer and Executive Administrator.
Required Experience and Skills

? Minimum of 10 years professional administrative experience supporting a C-level executive in fast paced, ever changing environment

Additional Preferred Qualifications

? Possess outstanding organizational and communication skills
? Ability and willingness to handle multiple tasks concurrently
? Ability to independently manage a wide variety of activities and projects to successful outcomes
? Possess a high degree of integrity, ethics, judgment, and values to handle confidential, discreet, and sensitive information
? Enthusiastic and proven interpersonal skills
? Willingness to work off hours as needed to handle special situations, emergencies, or unplanned travel

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions*

**Equal Employment Opportunity/Affirmative Action Employer* *

Vivent Health is an equal opportunity employer and will recruit, hire, promote and transfer qualified persons into all job classifications regardless of race, gender, religion, skin color, national origin or ancestry, physical disability (including pregnancy) or mental disability, age, gender identity, sexual orientation, legally protected medical condition, family care status, marital status, veteran status, genetic characteristics or any other characteristic protected by federal or state law. Vivent Health complies with other expanded protected classifications that may be mandated by specific county or municipal regulations. As a recipient of federal funding, Vivent Health will not hire nor enter into a contractual relationship with any party that is debarred, suspended, or excluded from federal assistance programs.

*Public Student Loan Forgiveness*

Employment at our organization may qualify you for federal student loan forgiveness programs. We do not directly pay for – nor forgive – federal student loans; however our status as a not-for-profit organization under Section 501 (c) (3), makes us an eligible employer. There may be other determining factors for one to qualify.

Please follow this URL to review one such program and their requirements:

To apply for this job please visit hr.viventhealth.org.

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