Executive Assistant

The Executive Assistant at Centivo plays a crucial role in facilitating the smooth operation of our Buffalo office. This includes planning and coordinating complex meetings, overseeing office operations, and managing vendor relationships to maintain an organized workspace. In addition, the Executive Assistant ensures that confidential matters are handled with professionalism and discretion, supporting the executive team in various capacities.

To qualify for the Executive Assistant role at Centivo, applicants should possess a minimum of three years of experience in an executive assistant position and one year in office management. Proficiency in Microsoft Office products and excellent communication skills are essential. Candidates should also be willing to obtain notary certification upon employment, adding value to their role.

The Executive Assistant role at Centivo is primarily office-based, located in our downtown Buffalo office. While there is some flexibility for work-from-home arrangements, approval from your manager is required in advance. This ensures that the Executive Assistant can effectively manage the responsibilities that necessitate in-office presence.

At Centivo, the culture is centered around resilience, positivity, and the commitment to build something better. As an Executive Assistant, you will be part of a supportive team that celebrates successes and values each member's contributions, embodying the spirit of positivity and collaboration in the workplace.

The ideal candidate for the Executive Assistant position at Centivo should have strong organizational skills, the ability to manage time effectively in a fast-paced environment, and excellent communication abilities. A proactive approach to problem-solving and the capability to maintain confidentiality are also valued traits that contribute to success in this role.

When answering this question, highlight your ability to assess the urgency and importance of tasks. Discuss how you use tools or methods like to-do lists or calendar management to keep track of responsibilities and ensure that critical tasks are completed timely.

In your response, aim to share a specific example that demonstrates your problem-solving skills. Discuss the situation, the steps you took to address the challenge, and the positive outcome, emphasizing your ability to remain composed under pressure.

Discuss the importance of clear and concise communication, noting your preference for regular updates via email or brief meetings. Emphasize your active listening skills and your adaptability to various communication styles of different executives.

Share your understanding of the importance of confidentiality in an executive role. Discuss any specific processes you follow to ensure sensitive information is managed securely, whether it's through secure filing systems or strict adherence to privacy protocols.

When discussing your experience with office management, focus on tasks like managing supplies, overseeing vendor relationships, and handling maintenance requests. Use this opportunity to demonstrate how you ensure an efficient and organized workplace.

Emphasize your problem-solving skills and the use of scheduling tools to identify the best time for all participants. You could also mention your ability to proactively communicate with attendees to find alternative solutions quickly.

Reflect on your alignment with Centivo's mission to make healthcare more affordable. Discuss how this resonates with your values and how you believe your skills as an Executive Assistant can contribute to achieving this mission together.

Select a strength that aligns with the responsibilities of the Executive Assistant role at Centivo. It might be your organizational skills, ability to thrive under pressure, or expertise in communication. Provide examples of how this strength has benefited your previous employers.

Discuss the tools or techniques you utilize to stay organized, such as digital task managers, calendars, or prioritization frameworks. Highlight your adaptability and the importance of continuous assessment of task priority based on changing demands.

Provide a specific example of a project that showcases your project management skills. Detail your role, the challenges faced, the steps you took to manage the project, and its successful outcome to illustrate your capabilities effectively.