Job Summary:
The Executive Assistant to the Vice President of Credentialing and Quality Assurance provides high-level administrative support by conducting research; preparing statistical reports; handling information requests; and performing clerical functions such as preparing correspondence, managing calendars, arranging conference calls, and scheduling meetings. The position requires a wide degree of creativity and latitude in daily decision-making, thereby relieving the Vice President of administrative functions. The Executive Assistant will be self-motivated, collaborative, and willing to partner with the Vice President in order to creatively problem solve and accomplish a large volume of credentialing management tasks. The individual in this role will be approachable and representative of the office of the Vice President. The Executive Assistant is required to maintain a high degree of confidentiality.
Essential Duties and Responsibilities:
- Manages the Vice President's travel arrangements for conferences.
- Communicates with others as directed on behalf of the Vice President.
- Provides meeting materials for all appointments to ensure the Vice President has all necessary materials and information to properly participate.
- Answers telephone calls and emails and routes to appropriate staff in a professional manner, opens and processes incoming mail and email, and checks voicemail at least once a day.
- Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees, and the Board of Directors.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Vice President, including those of a sensitive or confidential nature and reviews appropriate courses of action, referral, or response with the Vice President.
- Provides organizational and operational support for planning and facilitating Board meetings and other meetings of stakeholders and subject matter experts as necessary (includes preparation of room, materials, minutes, etc.).
- Prepares, reviews for accuracy, and finalizes determination correspondence approved by the Vice President.
- Serves in a support capacity in planning operational elements of NBCC Board meetings and in planning operational elements of CCE Board and NBCC Foundation Board meetings.
- Prioritizes conflicting needs; handles matters expeditiously and proactively; and follows-through on projects to successful completion, often with deadline pressures.
- Maintains organized records and notes related to the tasks and projects housed in the Credentialing and Quality Assurance Division, including Accreditation.
- Aids the Vice President in preparing for presentations and proposals.
- Assists with special projects and events as directed.
- Assists the departments within the Credentialing and Quality Assurance Division when needed.
- Performs general office duties, such as ordering supplies, maintaining records management database systems, taking notes in meetings, and performing basic bookkeeping.
- Other duties as assigned.
Required Skills/Abilities:
- Adaptability – Ability to adjust to circumstances and think creatively.
- Communication – Ability to listen to others, process information, and communicate effectively in oral and written formats, including knowledge of the structure and content of the English language.
- Problem Solving/Analysis – Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Ability to see an issue and use objective analysis and evaluation in order to form a judgment.
- Initiative – Independently develops creative solutions that will improve or enhance products and services, avoid problems, or develop entrepreneurial opportunities. Plans for upcoming problems or opportunities and takes appropriate action.
- Attention to Detail – Ability to pay close attention to detail for accuracy and thoroughness in completing work.
Required Education/Experience:
- Associate degree from 2-year college or technical school required
- Or equivalent combination of education and experience
Preferred Education/Experience:
- Bachelor's degree strongly preferred
- Five (5) years of related experience and/or training preferred
Equipment/Programs Used:
- Microsoft Office suite, including Microsoft 365
- Adobe Acrobat
- Zoom
- Webex
- Smartsheet
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The noise level in the work environment is usually moderate.
Work Location:
- Primarily remote with some required working days in the office based on project, meeting, and/or time of year.
All positions, regardless of current work location noted on this job description, may change work location requirements from time to time based on business demand.
Travel Requirements:
- Travel may be required for certain Board of Directors meetings.
Essential Physical Demands:
- Sedentary work that primarily involves sitting.
- Light work that includes moving objects up to 20 pounds.
- Repeating motions that may include the wrists, hands, and/or fingers such as simple grasping, keyboarding, or fine manipulation.
- Ability to use hands, including hand–eye coordination.
- Reaching above, below, or at waist level.
Disclaimer: The scope of the job may change based on business demands. The duties and responsibilities described are not a comprehensive list, and additional tasks may be assigned to the employee at any time.
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| NBCC and Affiliates provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. |
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