Executive Assistant at OCHIN

  • Virtual Assistant
  • Fulltime
  • Anywhere (100% Remote) Only
Job Description

Executive Assistant

Job Category: Administration
Location: Remote/Virtual

Position Overview
The Executive Assistant position performs a range of functions to ensure smooth operations as a member of the Administrative Assistant team. In this role, the employee is expected to possess an advanced level of understanding of various department operations as well as an above-average ability to solve problems independently that may occur in the course of performing daily activities. This role is also expected to make decisions independently as needed and communicate those decisions to the Office Manager or Executive Team member as appropriate.

Essential Duties:

  • Admin Team Support: Master all Administrative assistant tasks as well as offer support and backfill for all associated responsibilities
  • Executive Support: Maintain assigned Executive’s Outlook calendar, schedule internal and external meetings, place all travel reservations, respond to correspondence as directed, update executive dashboard as needed. Retain corporate records as requested or legally required
  • Mentor entry-level Administrative Assistants and provide guidance during complex projects
  • Participate in and lead process improvements within the administrative assistant team
  • Plan, attend meetings with the VP, and take detailed notes during meetings
  • Event Support: Responsible for vendor relationships related to meetings and events such as catering, room rentals, equipment rental, sound system, and video operational effectiveness. Functions as a person responsible for implementation by working with ELT sponsor of the event to ensure needs for conducting a problem-free event are met
  • Answer and direct phone calls
  • Write and distribute email, correspondence memos, letters, faxes, and forms
  • Assist in the preparation of regularly scheduled reports
  • Maintain contact list
  • Submit and reconcile expense reports
  • Lead change by modeling behavior and influencing others
  • Escalate risks and issues as appropriate
  • Lead and model OCHIN’s Values
  • Actively pursue continuous learning and professional growth
  • Other duties as assigned


  • High school degree and some college required
  • Five (5) to eight (8) years’ work experience in a similar or relevant role
  • Advanced Proficiency with MS Word, Excel, and Outlook
  • Above-average writing and spelling skills
  • Ability to work independently and take ownership and accountability for the tasks they are responsible for
  • Above average communication skills
  • Excellent customer service skills
  • Highly organized

Work Location and Travel Requirements:

  • This position is 100% remote. Work from home requirements are:
    • Ability to work independently and efficiently from a home office environment
    • High Speed Internet Service
    • It is a requirement that employees work in a distraction free workplace
    • Travel may be required based on business requirements for OCHIN

We offer a comprehensive range of benefits.

Health Benefits:

  • Comprehensive Medical, Dental and Vision Plans
  • Flexible Spending Accounts
  • Health
  • Dependent Care

Financial Peace of Mind:

  • 401(k) Plan with generous match and vesting program
  • Employer-sponsored 401(k) performance bonus program
  • Short–Term and Long-Term Disability Plans and Life & Accidental Death/Dismemberment (AD&D) Insurance
  • Additional Voluntary Life, Accident, and Critical Illness options for employees and families

Employee Perks:

  • 8 hours of Volunteer Paid Time Off
  • Health and Wellness Programs, including weekly and monthly wellness challenges through KrowdFit
  • Professional Development Assistance
  • Employee Appreciation Events
  • Robust and growing virtually-based team
  • All IT equipment provided
  • Cell Phone Stipend
  • Home Office/WFH Allowance

Rest and Relaxation:

  • 10 Paid Holidays
  • 20 Paid Time Off (PTO) days (4 weeks) a year to start
  • Paid Parental Leave
  • Sabbatical Program 

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