Administrative Assistant

About Us:
Vitra Health is a Home Health Care and Adult Day Health organization that specializes in care management of adults and seniors. We rate ourselves solely by the quality of care we provide our clients. We realize that our clients are someone’s parent, grandparent, child, friend, or neighbor – we pride ourselves on never taking this fact for granted. Our company is rapidly growing, and we believe that our team is the key to our success!

Job Description:

Highly organized and detail-oriented individual to join our team as an Administrative Assistant. The successful candidate will be responsible for providing comprehensive administrative support to our executive team, including the CEO and other senior executives. Reporting to the Chief Administrative Officer, this role requires exceptional multitasking abilities, strong communication skills, and the ability to maintain confidentiality. This role will be based out of our Braintree office, and in a full-time in office role.

Responsibilities:

Communication and Coordination:

• Efficiently manage the calendar of the CEO, including scheduling meetings (internal and external), appointments, and conference calls, ensuring optimal use of executive's time.
• Proactively anticipate scheduling conflicts and resolve them in a timely manner.
• Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing incoming communications.
• Draft, proofread, and edit correspondence, emails, reports, and presentations as needed on behalf of the executive team.
• Attend meetings with the executive team and other stakeholders, recording accurate and detailed meeting minutes.
• Organize and distribute meeting minutes promptly following each meeting, ensuring action items and decisions are clearly documented.
• Follow up on action items to ensure they are addressed in a timely manner and communicate any outstanding tasks to relevant parties.

Weekly and Monthly Reporting:

• Monitor and review weekly and monthly reports from the executive and management teams, summarizing key metrics, accomplishments, and upcoming initiatives.
• Ensure accuracy and completeness of all reports, meeting deadlines consistently.
• Collaborate with relevant departments to hold individual to deadlines and ensure accuracy of information.

Special Projects & Administrative Support:

• Maintain a comprehensive tracking system for all deliverables assigned by the CEO, ensuring deadlines are met and progress is communicated effectively.

• Collaborate with cross-functional teams to gather information, facilitate communication, and ensure project objectives are met.

• Provide regular updates to the CEO on the status of ongoing projects and initiatives.

• Track project timelines, milestones, and deliverables, providing regular updates to the executive team.

• Support C-suite executives in managing special projects, initiatives, and strategic initiatives.

• Provide general administrative support to the executive team, including but not limited to managing and maintaining contracts and processing expense reports.

• Handle ad hoc requests and administrative tasks as needed.

• Foster a culture of customer service and commitment to quality care.

• Serve as a brand ambassador for Vitra, reflecting our vision, mission, and values.

• Show a genuine interest and compassion for the communities we serve and commitment to the diversity of our clients and team members.

• Performs any other additional duties that may be required by management at any time.

• Foster culture of customer service and commitment to quality care

• Serve as a brand ambassador for Vitra reflecting our vision, mission, and values.

• Show genuine interest and compassion for the communities we serve.

• Embrace and champion a culture of diversity, equity, and inclusion.

Qualifications:

• Bachelor's degree preferred; High school diploma or GED required.
• Proven experience in an administrative role, preferably supporting C-suite executives in the healthcare industry.
• Excellent organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Strong attention to detail and accuracy in all work performed.
• Exceptional communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Ability to read and understand contracts.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Must be adept at problem-solving.

Physical and Environmental Demands:

• Works in a clean well-lit environment with fluctuating temperatures in close proximity to others.

• Requires substantial periods of repetitive work utilizing a computer, monitor, keyboard, and mouse.

• Requires lifting and carrying equipment and supplies weighing up to 35 pounds; requires pushing and pulling equipment and supplies weighing up to 35 pounds; requires walking and standing; requires frequent sitting more than 75% of the workday; requires the ability to negotiate stairs; requires visual acuity and manual dexterity to operate equipment.