Administrative Assistant to Chief Operations Officer (Puunene)

$34,320 - $41,600/Yr

Aloha Care - Kahului, HI

Full-time - Entry Level

Kahului, HI

Ambulatory Health Care Services

About the position

The Administrative Assistant to the Chief Operations Officer at AlohaCare plays a crucial role in providing comprehensive administrative support to the Plan Operations team. This position requires high-level judgment and initiative to manage a demanding workload efficiently and professionally, ensuring effective communication and coordination with various leaders within the organization. The role involves maintaining confidentiality, producing documents, and assisting with special projects, all aimed at enhancing the operational effectiveness of the Plan Operations Division.

Responsibilities

• Take, organize, and maintain minutes from area-wide meetings and other meetings advised by the Chief Operations Officer.
• Frequent interaction and coordination with Plan Operations leaders, including the Senior Director of Plan Operations and other leaders within the Plan Operations Division.
• Open, sort, and distribute daily mail for the Chief Operations Officer.
• Prepare letters, complete mass mailings, fax blasts, memos, and reports for Plan Operations leadership.
• Responsible for producing documents/projects, including complex charts and slide presentations.
• Research and analyze a wide range of information for non-routine and confidential projects.
• Process various documents for payments and reimbursements.
• Assist with document production and training materials.
• Demonstrate excellent customer service skills by ensuring staff and vendor relations are conducted with a pleasant and friendly attitude and respond in a timely manner.
• Maintain administrative files.
• Handle special projects as required and other duties and responsibilities as assigned per departmental or organizational business needs.
• Assist with preparation, tracking, and maintenance of reports necessary to carry out the functions of the department.
• Prepare periodic reports for management, as necessary or requested, to track strategic initiatives.
• Perform other duties and responsibilities as assigned.
• Maintain AlohaCare's confidential information in accordance with AlohaCare policies and state and federal laws.

Requirements

• High School Diploma or Equivalent.
• 1-3 years of experience as an Administrative Assistant or Office Coordinator.
• Strong oral, written, and interpersonal communication skills in English, including telephone etiquette.
• Requires operation of general office equipment including PC, fax/copy machine, and ACD Mitel Phones.
• Intermediate skills using Microsoft Office; Word, Excel, Outlook, and PowerPoint.
• Ability to multi-task and adapt to a fast-paced environment with focus on attention to detail and quality customer service.
• Flexibility and ability to analyze and problem solve using critical thinking to make sound decisions that contribute to overall team, departmental, and organizational goals.
• Positive attitude and ability to accept direction.
• Must maintain a punctual and regular schedule.
• Ability to organize, prioritize, communicate, and manage workload effectively and efficiently.

Nice-to-haves

• Previous experience working in the Medical or Health Plan environment.
• Word Processing skills of 45-60 wpm with a high degree of accuracy and 10 Key experience.

Benefits

• Low cost medical, dental, drug, and vision insurance
• PTO program
• 401k employer contribution
• Referral bonus
• Pretax transportation and parking program