Executive Assistant - Genesis

Location

Purpose

• Manage all aspects of administrative tasks including planning and implementation projects for the Division.
• Coordinate the daily affairs for the Division Head to meet the diverse requirements of HMC, HMA Regions, and direct reports under Division Head’s supervision.
• Coordinate the Division Head’s calendar, travel, meetings, conference calls, written communications, correspondence, and other project-oriented roles.
• Provide support and back-up to other administrative assistants in the Division.
• Work independently, innovatively, and efficiently in a high pace environment handling multiple responsibilities and meeting multiple deadlines.
• Maintain helpful, willing, and responsive attitude with all divisional interactions.

Major Responsibilities

• Provide administrative support and front-line customer service to assist in administering specific programs, follow-ups, and coordinate with procedures/processes for divisional projects.
• Assist division head and staff with expense report submission.
• Coordinate travel arrangements with HMA’s corporate travel agency.
• Proactively monitor and analyze division budget spending and assist division with accruals and budget schedules.
• Work with the division head’s direct reports to ensure goal setting and year-end evaluations are completed in a timely manner.  
• Maintain and update Outlook contact and/or email groups.
• Review files/materials for accuracy and consistency.  
• Prepare and/or assist in preparation of reports and presentations as required by management.
• Coordinate and schedule meetings internally and/or with clients and vendors.
• Provide assistance in researching and analyzing division related information, if and when necessary.
• Maintain and update division specific system/software.
• Provide administrative support for division managers and employees, when necessary.

Major Responsibilities (continued)

• Serve as Department Ambassador acting as liaison for all employee transfer/hiring processes.
• Manage support desk and supply area.
• Manage internal/external correspondence, handling highly confidential issues. 
• Provide office responsibility including but not limited to JD Edwards financial program, filing, meeting arrangements, report preparation and editing, HMA record management, AD HOC reports, telephone screening.
• Any other tasks and responsibilities, not limited to above, as assigned by the division head.

Authority

• This position stands alone as the Executive Assistant and wears many different hats and has to organize and coordinate all aspects of the work environment. Though decisions are not critical to the running of the division or company, each decision is based on knowledge and understanding of what needs to be done to bring a project to closure in a professional and timely manner.

Education

Related Experience

• Five plus years of administrative work experience, preferably two plus years working at higher management level.

Skills/Knowledge

• Proficient in the use of Microsoft Word/Excel/PowerPoint, Outlook, Autoway, AS400. 
• Excellent oral and written communication skills. 
• Organized and detail oriented.
• Ability to work with a variety of personalities.

Certification

• N/A

Physical Requirements

Work Model

Affiliate

Compensation

Benefits

• Monthly Hyundai/Genesis vehicle lease allowance (including insurance and maintenance)
• Holiday Pay - the company shuts down with pay between Christmas and New Years.
• Vacation and sick time off
• Healthcare insurance (medical, dental, and vision)
• 401(K) company match
• Additional 401(K) Employer Enhanced Contribution program – eligible after 1 year of employment, in addition to the regular employer matching contribution
• Basic life insurance, short- and long-term disability
• Mental health, wellbeing, and employee assistance program
• Health advocate (coordinate care and services, assistance with claim and billing issues, understanding Hyundai benefits)