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Executive Administrative Assistant

WHO WE ARE

With decades of experience in the substance abuse and mental health rehab industry, the team at Infinity Behavioral Heath Services, Inc. (INFINITY), is committed to easing the insurance claim process and to maximizing insurance benefits so its clients can provide the highest levels of clinical care for every patient. In addition to a proven process for billing and claims follow-up, INFINITY offers utilization management and business consulting services to help clients improve day-to-day operations, increase revenue and maintain regulatory compliance.

INFINITY is now seeking an Executive Administrative Assistant to join our team.

INFINITY offers competitive compensation, a comprehensive wellness benefits and perks package and a great time off policy. Our health benefits include: medical (4 options), dental, vision, company-paid short term disability and voluntary - life insurance and long term disability plans. Financial wellness benefits include: 401(k) plan at completion of initial 90-days with employer match. Our perks include: break rooms stocked with coffee and healthy snacks, monthly on-site massage, free gym memberships, team outings and other rewards for meeting company goals, a positive and FUN team-oriented and pet-friendly environment. We believe in developing our talent from within, as such, we offer a tuition reimbursement program and career advancement opportunities. 

General Summary of Duties:

The Executive Administrative Assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and making travel arrangements for executives. 

Typical Physical/Mental Demands:

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.

Requires mobility. Requires prolonged sitting. Eye/hand coordination and manual dexterity. Ability to distinguish letters, symbols, and colors. Ability to push and/or pull office equipment weighing five to fifteen pounds. The employee is frequently required to talk or hear.  Required prolonged typing.

Working Conditions:

Work is performed in an office environment.  Ability to tolerate varying conditions of noise level, temperature, illumination, and air quality is required.

Primary Responsibilities:

  • Planning and scheduling meetings and appointments for executives.
  • Perform errands that may involve local driving.
  • Type reports, memos, letters and other documents using word relevant computer software.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Record, type and distribute meeting minutes.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
  • Perform general office duties such as ordering supplies and maintaining records management database systems.
  • File and retrieve corporate documents, records and reports.
  • Open, sort and distribute incoming correspondence, including faxes and email.
  • Make travel arrangements for executives.
  • Provide any additional support for projects as needed.

Qualifications and Education Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Bachelor’s degree in relevant field of study and at least 5 years of relevant executive support work experience.
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to interact with other executive, administrative, and internal staff.   Ability to speak effectively before groups of customers or employees of the organization.
  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • To perform this job successfully, an individual should have knowledge of word processing software; spreadsheet software; internet software and database software. 
  • Valid Florida Driver’s License and safe driving record. 

 

INFINITY is an equal opportunity employer.

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