The Executive Assistant performs a wide variety of administrative and project coordination responsibilities as required to support the day to day operations and strategic work of the Chief Executive Officer (CEO) and Chief Operating Officer (COO). Duties of this position will expose the incumbent to a high level of confidential information that must be handled with extreme sensitivity.
Responsibilities and Duties
- Learn and know the operations side of the business, to include new group setup and client services support
- Handle sensitive and confidential information with professionalism and integrity
- Support the COO by providing ad-hoc project management support for key strategic and operational initiatives
- Provide general administrative support for a wide range of activities and projects undertaken on an as-needed basis by the COO and EVP
- Independently manage projects, including understanding and articulating goals and desired outcomes, establishing timelines and prioritizing steps/tasks
- Manage all aspects of organization’s office services. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization
- Manage the CEO’s and COO’s calendar daily, including coordination of schedule and appointments throughout the day, including coordination of lunch
- Screen calls thoroughly and with diplomacy. Serve as primary point of contact, and gatekeeper, for all calls and general questions
- Communicate effectively with COO daily basis to discuss and triage urgent issues, and to resolve meeting conflicts and scheduling challenges
- Proactively prepare all support materials for COO’s daily schedule 24 hours in advance, and look ahead to prepare for meetings on a rolling 1-2 week basis
- Coordinate completion of action items generated from daily meetings
- Coordinate arrangements for client lunches and dinners
- Provide event management support as requested
- Act as primary back-up to the Corporate Greeter at the reception desk
- Provide office management responsibilities as a true team member
- Read and route incoming mail; locate and attach appropriate file to correspondence to be answered by CEO or COO
- Maintain a familiarity of business operations, top clients and vendors
- Compose and type routine correspondence on behalf of the CEO or COO as necessary to include business letters, memos and emails
- Coordinate all travel arrangements (airfare, car rental, hotel arrangements) for CEO or COO, and any other members of the management team, including itinerary and directions
- Warmly greet scheduled visitors and escort to appropriate area or person
- Coordinate and arrange meetings; prepare agendas, reserve and prepare meeting rooms, make copies of required printed materials
- Partner with Corporate Greeter to replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
- Manage facility maintenance vendor relationships, arrange for maintenance and repairs as needed
- Reconcile company credit card activities against expense reports (monthly)
- Assist with personal matters and errands where necessary
- Other duties as assigned
Qualifications and Skills
- Strong organizational skills, with proven experience prioritizing work and coordinating several responsibilities at one time.
- Proven ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; follow through on commitment
- Dress, appearance and behavior reflect favorably on the organization
- Must be dependable and able to closely mirror the COO’s schedule of 9-6
- 2+ years’ experience in a professional environment preferred
- 1+ years’ experience in an administrative role preferred (executive employee support a plus)
- Associates degree or higher preferred
- Possess a strong passion and ability for delivering exceptional customer service to internal and external parties
- Ability to work cooperatively with other team members by effectively integrating personal skills with those of others in accomplishing organizational goals
- Strong financial aptitude to complete billing responsibilities
- Excellent written and verbal communication skills
- Computer Skills: Must be proficient in Microsoft Office
- Ability to talk or hear, both in person and by telephone
- Good visual acuity
- Capable of lifting up to 25 pounds
- Must be able to perform work at a computer terminal for 6-8 hours, and function in an environment with interruptions
Job Specific Competencies
- Business Acumen – Understands healthcare industry, business objectives and marketing environment and tools
- Performance Measurement – The ability to “get things done” involves keen attention to detail in collecting and analyzing project information to determine where the project stands; actively monitor multiple projects at one time; hold regular status review meetings
- Initiative – Identifying what needs to be done and doing it before being asked or before the situation requires it
- Building Collaborative Relationships – The ability to develop, maintain, and strengthen partnerships with others inside or outside the organization who can provide information, assistance, and support
- Diagnostic Information Gathering – The ability to identify the information needed to clarify a situation, seek that information from appropriate sources, and use skillful questioning to draw out the information, when others are reluctant to disclose it
- Active Learning – Understands the implications of new information for both current and future problem solving and decision making
- Communication – Expresses thoughts clearly, accurately, and precisely both verbally and in writing; effectively communicates with C-level staff, clearly and succinctly conveys information and ideas to individuals and groups; demonstrates good listening skills
- Forward Thinking – The ability to anticipate the implications and consequences of situations and take appropriate action to be prepared for possible contingencies
- Thoroughness – Ensuring that one’s own and others’ work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled
- Fostering Teamwork – As a team member, the ability and desire to work cooperatively with others on a team; as a team leader, the ability to demonstrate interest, skill, and success in getting groups to learn to work together
- Flexibility – Maintains effectiveness when experiencing major changes in work responsibilities or environment and adjusts effectively to work within new structures, processes, requirements, or cultures. Remains flexible despite adversity. Embraces change.
- Leadership – Facilitates a positive and productive team-oriented environment. Provides open communication/feedback within the team. Builds collaboration to maintain productive teams. Treats people with honesty and respect. Maintains positive relationships with employees at all levels. Uses appropriate interpersonal styles to establish effective relationships with clients, vendors, and internal partners. Interacts with others in a way that promotes openness and trust and gives them confidence in one’s intentions.
- Innovation – Identifies and accomplishes challenging objectives or personal goals. Works effectively with others to achieve goals. Looks for and takes advantage of opportunities. Maintains a high level of interest, enthusiasm, and personal performance. Takes steps to improve processes and find better solutions. Champions quality work and proactively takes steps to correct errors or improve overall products/solutions. Drives continuous improvement. Demonstrates a willingness to change approach based on feedback.
- Integrity – Supports and upholds the organization’s standards and values. Demonstrates honesty, reliability, and professionalism. Maintains the highest ethical standards.
- Passion – Provides excellent customer service to internal clients, partners, vendors, and teams. Responds promptly, professionally, effectively, and efficiently. Recognizes sense of urgency in responding to needs. Follows up to ensure requests, needs, and commitments are met consistently.
- Life Insurance
- Disability Insurance
- New Benefits Discount Card (Free to Employees and Immediate Family Members)
- 401k with a 5-year vesting
- 10 days of Vacation and 5 days of personal/sick
- 9.5 paid Holidays per year
*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.