Executive Assistant II

Executive Assistant

The Executive Assistant supports multiple C-suite and senior-level executives by managing administrative functions and day-to-day business operations. This role partners closely with leaders across Finance, Human Resources, IT and other executive functions to help drive organizational priorities and operational effectiveness.

This role is onsite and provides direct support to the CEO, CFO, CPO and other members of the Senior Leadership Team.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned)

• Manage multiple complex calendars and schedule strategically to create optimal flow with no conflicting meetings
• Create meeting invitations in the calendar that include all relevant information, i.e., attendees, Microsoft Teams link, address, agenda, prep materials and room readiness and technology
• Schedule and coordinate internal and offsite meetings, including setting up conference rooms, ordering catering as appropriate
• Provides on-site admin support and office management responsibilities, such as phone coverage to answer, screen and direct calls as appropriate, mail collection and distribution, welcome guests, breakroom, office equipment maintenance and office supply inventory management
• Maintain and organize electronic files to include invoices, contracts and agreements and other legal documents
• Oversee all travel arrangements, reservations, and associated logistics
• Complete and process expense reports and invoices with the appropriate coding in a timely manner
• Assists with onsite logistics pertaining onboarding and orientation of new hires
• Provide backup coverage to the other executive assistant
• Edit and review memos and presentations as requested
• Acts as point of contact and liaison for executives, employees, sponsors/board members, facility building management, and external clients/vendors
• Research, coordinates, and arranges events as requested and within budget
• Handles details of a confidential nature and performs administrative functions based on the understanding of company policy and procedures
• Completes ad-hoc administrative duties and projects in support of the executive team as needed

REQUIREMENTS

QUALIFICATIONS

• Bachelor's degree or equivalent experience and education
• Must have 5 + years of relevant experience in an administrative or support function at the executive level
• Healthcare experience is a plus

SKILLS

• Strong verbal and written communication skills
• Intermediate skills in Microsoft PowerPoint, Excel, and Word
• Working knowledge of Microsoft Outlook, including scheduling functions
• Microsoft Teams, WebEx and Zoom experience
• Expense management software experience
• Work a flexible schedule, and prioritize activities
• Organizational and planning skills
• Strong interpersonal skills
• Report preparation and research skills
• Ability to maintain high level of confidentiality

PHYSICAL DEMANDS

Hearing: Adequate to perform job duties in person and over the telephone.

Speaking: Must be able to clearly communicate in person and over the telephone.

Vision: Visual acuity adequate to perform job duties, including visual examination of patient (if applicable) and reading information from printed sources and computer screens.

Other: Adequate physical ability includes sufficient manual dexterity to perform the requisite job duties. Job duties may require bending, reaching, repetitive hand movements, standing, walking, squatting, sitting and occasional heavy lifting, pushing and pulling.

WORK ENVIRONMENT

Work environment is typical of an office setting. Work may be fast-paced and intense at times. Interaction with others is constant and interruptions may occur. Schedule requires flexibility to occasionally include evenings, early mornings, and weekends. Occasional travel will be required.

PRIVACY & SECURITY AWARENESS

While performing the duties of this job, it is imperative that the employee remain aware of company policies, Information Security policies, standards, guidelines and procedures for minimizing threats and ensuring protection of PHI. The success of HIPAA policies and procedures is dependent upon the awareness and buy-in of everyone involved in daily healthcare operations, including reporting incidents to their supervisor or directly to the HIPPA leadership.