Executive Assistant

Job DescriptionJob DescriptionDescription:Reports to: OwnerResult Statement: To support the owner and team of Midwest Family Health through executive-level assistance, vendor communications, project coordination, file management, and comprehensive administrative support. This role ensures accurate financial tracking, organized workflows, and operational efficiency while upholding confidentiality and professionalism.Experience:Minimum 2 years in an administrative or executive support role requiredBusiness degree preferred or equivalent relevant experienceOther Requirements:Strong attention to detail and exceptional organizational skills requiredValid Drivers License requiredDependable vehicleRequirements:Expectations: Promote and adhere to the mission, vision, and values of Midwest Family Health Honest, loyal, and trustworthy Discreet and able to manage highly confidential information Strong attention to detail and commitment to accuracy Self-starter with initiative and ability to work independently Able to handle multiple tasks efficiently and effectively Proficient in Microsoft Office (especially Word, Excel, and Outlook) Skilled in the use of QuickBooks, or similar accounting programs Skilled in scanning, document organization, and both electronic and physical file systems Excellent verbal and written communication skills Ability to work professionally with vendors, team members, and leadership Skilled in operating basic office equipment (copiers, scanners, fax machines) Uses sound judgment in handling sensitive matters and determining when to escalate issues Ability to sit or stand for extended periods, lift up to 40 pounds, and maneuver in office settings Vision and hearing correctable to normal Ability to read, write, and speak English fluently Good short and long-term memory Recognize own limitations and seek assistance when required Function within the limits of the law and Midwest Family Health policies and procedures and the employee manualESSENTIAL DUTIES AND RESPONSIBILITIESExecutive-Level Support and Project Coordination: Manage and coordinate projects and initiatives led by the owner or leadership team, ensuring timely follow-through and clear communication Provide confidential support to the owner, including handling sensitive assignments, documentation, and file organization Support and coordinate meetings, including logistics, materials, and communication as needed Act as a liaison with vendors for onboarding, credit applications, and follow-up Serve as a notary public for internal company needs Anticipate operational needs and assist with prioritizing tasks, documentation, and follow-up to keep workflows on trackCommunications:Professionally answer and direct incoming calls; take accurate messages as neededGreet guests upon arrival and ensure a welcoming, comfortable experienceMonitor and promptly respond to email correspondence; ensure timely follow-up and clear communication Oversee the Support Office fax line and route faxes to appropriate team members Sort and distribute incoming mail and documents from store locations Provide responsive assistance to team members across all store locations with questions or support needsAccounting Support - Payables and Receivables:Enter vendor invoices, credits, credit card transactions, and check payments into QuickBooks, ensuring all entries are supported with proper documentation and required approvalsPost customer and insurance payments in the pharmacy software system, assist with the accounts receivable reconciling process, and manage daily bank depositsManage and reconcile monthly inter-company transactions and billingsProcess and mail weekly check payments and monthly customer statementsAdditional accounting functions, including generating periodic invoices, reconciling gift card balances, and submitting coupons to vendors, along with other tasks as neededFile and Document Management:Create, organize, and maintain both physical and electronic filing systemsEnsure electronic documents are named and stored in a consistent manner to support efficient retrieval and audit readinessManage the annual archiving of physical and electronic recordsInventory and Supply Management:Monitor inventory levels of office and operational supplies for the Support Office and stores; reconcile on-hand counts with inter-company billings and initiate cost-conscious supply orders while sourcing appropriatelyTrack and document supply deliveries and ensure proper distribution to intended locationsOther:Handle miscellaneous support tasks such as general office cleaning, taking out trash, and keeping shared and personal work areas tidy; water plants as neededUse of personal vehicle may occasionally be required - mileage reimbursed at federal rateMust be adaptable to changes and willing to support smooth operations across all departments, including collaboration within the Support Office teamTrusted to manage shifting priorities and handle a broad scope of responsibilities with minimal oversightPerform other duties as assigned

Created: 2025-04-27