Position Summary
The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO) and the Executive Leadership Team (ELT) in daily operations of the Company by anticipating needs, thinking critically, and executing a wide variety of tasks with professionalism, confidentiality, tact, and precision.
“Has minimum necessary access to Protected Health Information (PHI) and Personally Identifiable Information (PII) by Job Description/Role.”
Key Duties and Responsibilities
- Maintains the CEO’s calendar; schedules and confirms appointments, arranges for meeting rooms.
- Prepares agendas or presentations for meetings; transcribes and distributes notes or minutes.
- Prepares documents, reports, or presentations for Board meetings, as needed.
- Coordinates travel plans including hotel, meal, and transportation reservations.
- Prepares and submits expense reports on behalf of the CEO.
- Screens visitors, phone calls, emails, messages, or physical mail.
- Maintains confidentiality of sensitive Company information.
- Acts as liaison with vendors and property management regarding office maintenance and upkeep.
- Coordinates and direct office services such as records keeping, budget preparation, establishing and maintaining filing systems.
- Secures and manages supplies, equipment, and other items as needed.
- Coordinates and assists with onboarding senior staff.
- Performs other duties as assigned.
Minimum Qualifications
- Associates degree in a business-related field.
- Six years of experience in an administrative role with at least two years working directly for a top executive.
- Commitment to excellence and demonstrated ability to perform duties at the highest level.
- Demonstrated service mindset and the ability to maintain effective relationships.
- Excellent oral and written communication skills.
- Professional maturity with confidence to interact effectively with all levels of an organization, its clients, customers, and official contacts.
- Ability to work as part of a team and build collaborative relationships.
- Excellent organizational skills with an attention to detail and the ability to meet conflicting deadlines.
- Computer proficiency including Microsoft Office tools and applications.
Preferred Qualifications
- Knowledge of third-party administrator or Taft-Hartley environments.
*Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee of this job. Duties, responsibilities and activities may change at any time with or without notice.
Working Conditions/Physical Effort
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Disability Accommodation
Consistent with the Americans with Disabilities Act (ADA) and other applicable federal and state law, it is the policy of Zenith American Solutions to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruiting Department at recruiting@zenith-american.com, and we would be happy to assist you.
ZAS’s Mission, Vision & Values
As a member of the ZAS team, each employee agrees to embrace and live out the mission, vision and core values of ZAS. The values we live and work by are:
- We focus on relationships
- We take risks thoughtfully
- Ethical behavior
- Performance and accountability
- We strive to win, but not at all costs
Zenith American Solutions, Inc.
Real People. Real Solutions. National Reach. Local Expertise.
Zenith American Solutions, Inc. is the largest independent Third Party Administrator in the United States and currently operates over 44 offices nationwide. The original entity of Zenith American has been in business since 1944.
We believe the best way to realize our better systems for better service philosophy is to hire the best employees. We look for talented individuals who share our dedication to high-quality work, exceptional service and mutual respect. If you’re interested in working in an environment where people – employees and clients – really matter, consider bringing your talents to Zenith American!
Internals to Apply:
If you meet the minimum qualifications and are interested in applying for this position, please submit an application. All applications must be received by 5:00 pm on the Internal Posting Deadline in order to be considered prior to external applicants.
* Zenith American Solutions is an Equal Opportunity Employer. Zenith does not discriminate on the basis of race, religion, color, sex, physical or mental disability, gender identity, sexual orientation, age, national origin, pregnancy, status as a parent, veteran status or any other basis covered by appropriate law. All employment decisions on the basis of qualifications, merit, and business need.
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