Executive Assistant – Chief Operating Officer

Title: Executive Assistant – Chief Operating Officer

Location: US National

Overview

Are you a Executive Assistant who would like to have a positive impact for millions of people? If so, we may have an opportunity for you!

TISTA associates enjoy above Industry Healthcare Benefits, Remote Working Options, Paid Time Off, Training/Certification opportunities, Healthcare Savings Account & Flexible Savings Account, Paid Life Insurance, Short-term & Long-term Disability, 401K Match, Tuition Reimbursement, Employee Assistance Program, Paid Holidays, Military Leave, and much more!

Responsibilities

• Facilitate the scheduling of appointments, coordinate meetings, and reserve conference spaces for personnel
• Perform meeting setup, including agenda preparation, meeting notes, and action item tracking
• Respond promptly to new, recurring, rescheduling, or cancellation requests, scheduling them on the same day they’re received
• Prepare and maintain interoffice correspondence, ensuring accurate filing and updating of administrative files and on-line databases
• Manage the disposition of outdated materials and organize the transfer of files to inactive storage
• Create, maintain, and improve operating procedures, methods, standards, and policy memorandum related to administrative functions within the service
• Make recommendations for necessary adjustments to enhance the achievement of service goals and objectives
• Monitor and manage the service email inbox, taking appropriate actions on each message to ensure timely responses and task completion
• Edit, prepare, and review recurring and one-time reports, suspense items, date-sensitive actions, and correspondence required for the service’s functions
• Ensure that final documents are properly routed or mailed after obtaining all required concurrence and approvals
• Answer incoming calls, take messages, respond to routine inquiries, and direct calls to appropriate staff members
• Copy, bind, collate documents, and oversee distribution and mailing as needed
• Organize travel arrangements, including preparing travel requests, for the Service Chief and employees. Ensure compliance with relevant processes and finalize travel vouchers after necessary steps have been taken
• Maintain and update various organizational artifacts, such as Objective & Key Results (OKRs), organizational charts, telework agreements, and more

Qualifications

• Demonstrated problem-solving and critical thinking skills
• Outstanding organizational and time-management skills with the ability to work efficiently and flexibly in a fast-paced environment with minimal guidance
• Professional demeanor. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations
• Experience in organizing meetings, preparing and monitoring budgets, assisting with travel and hotel accommodations, and providing general office operations support
• Demonstrated ability to achieve high performance goals in a complex and fast-paced environment
• Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders (e.g., staff, team members, external partners)
• Highly resourceful team-player with the ability to also be extremely effective independently
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Must possess high ethical values and passion for excellence
• Expert level written and verbal communications; proficiency in grammar, spelling and proofreading
• Ability to understand and interpret policies and procedures as well as apply them with consistency
• Working knowledge of telephone systems and standard office equipment

Education:

• Bachelor‘s Degree Business, or related field and 10 Years’ experience
• Eight (8) years of additional relevant experience may be substituted for education (18 years total)

Clearance:

• MODERATE: Tier 2S (Standard MBI)

Location:

• 100% Remote, USA
• Monday – Friday (8:00 AM- 4:30 PM CST Time)

Pay Range:

• The suggested pay for this position ranges from $38,145 to $70,625
• The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, and location
• Also, certain positions are eligible for additional forms of compensation, such as bonuses
• TISTA associates are eligible to participate in our comprehensive benefits plan!