Admin Asst - GuideWell Source - Jacksonville, FL

Are you interested in joining a team of experienced healthcare experts and have the ability to shape and transform the healthcare delivery system? At our family of companies, everything we do is to help improve the lives of the nearly 12 million Medicare beneficiaries we serve and 700,000 health care providers who care for them. It is our goal to help create a better health experience for all consumers. Join our winning culture and help transform Medicare for the millions of people who rely on its services.

Benefits info:
* Medical, dental, vision, life and supplemental insurance plans effective the first day of the month following date of hire
* Short- and long-term disability benefits
* 401(k) plan with company match and immediate vesting
* Free telehealth benefits
* Free gym memberships
* Employee Incentive Plan
* Employee Assistance Program
* Rewards and Recognition Programs
* Paid Time Off and Paid Sick Leave

SUMMARY STATEMENT
Provides high-level administrative support to Officers in the Jacksonville office and ensures the office environment is organized and efficient. Primary responsibilities are to manage schedules and calendars, answer and direct all incoming calls, receive and distribute all incoming mail, welcome visitors, make travel arrangements, complete and submit expense reports, and provide in-office support as requested by GuideWell Source department leaders. This position is required to work in the office four (4) days a week, as needed.

ESSENTIAL RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This list of essential job functions is not exhaustive and may be supplemented as necessary.

Calendars and Meetings: (25%)
* Maintain CEO and Officers' calendars and prioritize appointments, travel and commitments.
* Promote time management by providing the CEO a daily calendar of all meetings scheduled for the following day.
* Provide calendar support to the Officer team by scheduling, revising and/or canceling meetings.
* Monitor calendars on a regular basis and reschedule and/or decline conflicts as necessary.
* Coordinate meetings, events, and/or conferences including scheduling, reserving conference room(s), arranging catering, arranging facilities and IT support, and preparing and distributing materials.

Reception, Telephone and Mail: (25%)
* Welcome all visitors to the Jacksonville office and assist with their inquiry or direct them to the appropriate person.
* Answer all incoming telephone calls to the Jacksonville office and route appropriately.
* Receive, prioritize and distribute all incoming mail to the Jacksonville office on a daily basis.
* Scan mail as needed and email to recipients who are not in the office.
* Respond to sensitive and confidential inquiries and mail with judgment, tact and discretion.
* Respond to department-specific inquiries following guidelines and training provided by the department.

Board of Directors: (15%)
* Schedule meetings and calls with Boards of Directors (GuideWell Source, First Coast and Novitas), including planning and securing all meeting logistics.
* Assist with preparation and distribution of GuideWell Source, Novitas and First Coast Board reports.
* Organize all planning for annual in-person meeting (air travel, hotel accommodations, meals) and be on-site to assist when needed.
* Serve as a liaison for members of the Board of Directors by answering their questions and directing them to the appropriate leader.
* Serve as a liaison between the President & CEO and other Company leaders, members of the Board of Directors, various boards, and other third parties by communicating and/or interpreting policy, decisions, and documents issued by the Company, gathering information and providing information to the President & CEO.
* Select, purchase and schedule delivery of holiday gifts to Board members, Officers and Directors.

Administrative Support: (20%)
* Perform in-office, department-specific administrative support by following guidelines and training provided by the department.
* Compose and proofread correspondence for approval or distribution, checking the documents for completeness and accuracy.
* Gather, compile, verify and analyze information for use in various reports, spreadsheets, presentations and correspondence.
* Design and produce high quality materials such as presentations, spreadsheets and reports.
* Assist with timesheet management.
* Assist with team member onboarding including preparing packages for new hires.
* Purchase office supplies within approved cost center budget.
* Advise team members on the process for requesting office supplies, and order supplies if not available in inventory.
* Take initiative to learn and use to the maximum benefit new technologies to improve efficient administration and assistance.
* Provide back-up support to other administrative team members.
* Provide notary services for management.

Check Requisitions: (10%)
* Utilize strong knowledge of expense reimbursement requirements for government contractors to ensure maximum and compliant reimbursements for expenses incurred pursuant to responsibilities.
* Complete check requisitions for reimbursement to management and/or team members and ensure appropriate accounting codes are used and correct receipts are attached.

Travel: (5%)
* Manage the CEO and Officers' travel schedules by making cost-conscious, complex travel arrangements to include air, hotel, car rental and/or ground transportation and dinner reservations, and preparing a detailed travel itinerary.
* Prepare timely and accurate expense reports, ensuring hotels are per diem and lowest cost fare meets the traveler's needs, and ensuring all receipts and/or documentation are received and attached for each expense.

Performs other duties as the supervisor may, from time to time, deem necessary.

REQUIRED QUALIFICATIONS
* High School Diploma or equivalent
* 5+ years administrative support experience
* Notary or ability to become notary
* Advanced experience with MS Outlook e-mail and calendar applications
* Intermediate proficiency with MS Word, Excel and PowerPoint
* Experience using standard office equipment
* Strong organization, prioritization and time management skills
* Strong attention to detail
* Excellent oral and written communication skills with a thorough knowledge of correct grammar and composition
* Excellent problem-solving and customer service skills
* Ability to learn and follow Company policies, procedures and operations, and develop an understanding of the Company's role within the enterprise
* Ability to present a professional image and demonstrate outstanding communication skills
* Ability to use judgment, tact and discretion
* Ability to handle and appropriately resolve multiple conflicting priorities and meet deadlines
* Ability to maintain confidentiality in all matters
* Ability to work in-office and must be able to work flexible hours/schedule to meet business needs

PREFERRED QUALIFICATIONS
* Post-secondary education
* Experience supporting senior level management
* Demonstrated ability to learn new technologies and incorporate into duties and responsibilities

The Federal Government and the Centers for Medicare & Medicaid Services (CMS) may require applicants to have lived in the United States for a minimum of three (3) years out of the last five (5) years to be employed with the Company. These years of residence do not have to be consecutive.

"We are an Equal Opportunity/Protected Veteran/Disabled Employer."

This opportunity is open to remote work in the following approved states: AL, FL, GA, ID, IN, IO, KS, LA, MS, NE, NC, ND, OH, PA, SC, TN, TX, UT, WV, WI, WY. Specific counties and cities within these states may require additional approval. In FL and PA in-office and hybrid work may also be available.