Welcome page Returning Candidate? Log back in! Executive Assistant to C-Suite Job Locations US-NY-Harrison ID 2024-2186 Category Corporate Type Full-Time Overview

Executive/ Personal Assistant Overview

The Executive Assistant position is to be part of the Administrative Group that supports the C-Suite (CAO, CEO, CMO, COO, CLO, CFO) as well as the VPs and Associate VPs of the company. The regular tasks   include, without limitation, Calendar & Meeting Management, Communication Management, iTravel Management, Document Management, and Special Projects.

 

Tasks will include handling of confidential information with the highest discretion and activityprioritization exercising independent judgment.Some of the officers of the company travelfrequently and discretion in handling certain business matters in their absence, including calls andcorrespondence, will be required.

 

This role requires superior attention to detail, great organization and prioritization skills, the ability to anticipate and plan to meet tight deadlines, all while juggling multiple critical requests. The EA should have exceptional communication skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.

 

Flexibility and outstanding problem-solving skills are an absolute must. Dedication to the executive level is required as in this role one may be called upon day and night to support the required needs of company leaders. This position requires a strong work ethic, imagination, self-driven and proactive problem-solving skills to enable our company to collectively helps its clients achieve their healthcare visions.

Responsibilities

Executive/ Personal Assistant Responsibilities

 

Calendar and Meeting Management

Greeting in-person visitors & deciding if they should be able to meet with executivesSchedule and reschedule all meeting and follow-up meetings both standing & ad-hocHelp prepare and distribute meeting agendas and incorporate feedbackHelping prepare for and run meetingsConfirm and reconfirm attendance using independent judgement when indicated (e.g. need to know, need to contribute, or need to decide)Accurately recording minutes from meetings and using independent judgment, following up on action items in preparation for next meeting

 

Communication Management

Triage incoming calls, messages, and email (at direction of executive) to the correct person, flag the correct priority and ensure that the recipient replies in a timely fashionAnswering phones and routing calls to the correct person or taking messagesSending out emails to clinicians on behalf of direct reports as requested, maintaining distribution listsAnswering the main phone line when caller dials zero or responding to the VMs in emails on the same day to route to appropriate personOpening, sorting and distributing incoming faxes, emails, and other correspondence

 

Travel Management

Reserving and purchasing airfares / hotel rooms / car rentals, for main reports and some administrators and employees when they travel, carefully weighing the competing interests (cost, convenience, flexibility, need to accomplish work in transit, )Track travel real-time, develop and implement contingency plans when and where indicatedCheck ins during travel to ensure flights are made, and schedule is followed when requestedMaintain travel expense reports

 

Document Management

Preparing / formatting documents/ proofreading documents or sending out to serviceProactively prepare documents and research when and where indicatedAssisting the coordinator of received RFPs (Request for Proposals) with providing requested materials and ensuring that executives are meetings task-specific deadlines

Non-Core Responsibilities:

Serve as project manager for various strategic projects Qualifications

Executive/ Personal Assistant Qualifications: 

High school diploma required. An Associate’s degree or Bachelor’s degree in Business Administration or Secretarial Certification is a plusA minimum of 4 - 5 years of work experience, preferably providing the same or similar administrative support to a corporate officerMust be confident and trustworthy and uphold a strict level of confidentialityOutstanding organizational / administrative skillsExcellent communication skills both verbal and writtenExcellent interpersonal skillsExcellent secretarial skillsExcellent computer skills. Proficient with Microsoft’s Office Suite including Excel, PowerPoint, Word, Outlook, Teams, Strong analytical skillsAn aptitude in problem-solving / creative thinkingFollow up initiatives crucialDevelop and sustain a level of professionalismMust be flexible, able to multi-task and adjust work schedule as may be requiredMust be detail oriented Options Apply for this job onlineApplyShareEmail this job to a friendRefer Sorry the Share function is not working properly at this moment. Please refresh the page and try again later. Share on your newsfeed Need help finding the right job? We can recommend jobs specifically for you! Click here to get started. Application FAQs

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