Senior Executive Assistant

Senior Executive Assistant This role provides executive administrative support to several senior Executives within the leadership team of the Health Division. Responsible for advanced administrative and project management support requiring excellent judgment, time management, and discretion. Requires extensive knowledge of organization operations, procedures and personnel, strong working knowledge of Microsoft Office suite and enterprise systems. Location: Philadelphia, PA or New York City, NY with pre-agreed flexibility to work remotely part time. Essential Duties and Responsibilities Manage calendar and email requests to ensure timely attention and responses with appropriate urgency based on an understanding of priorities. Professionally respond to requests for meetings, process requests, take messages, and delegate to appropriate parties in a timely and effective manner to maintain a high level of productivity and confidentiality. Manage all logistics and prepare agendas for internal and external meetings, partnering with staff and vendors for onsite meetings to ensure smooth end-to-end execution. Obtain quality and timely briefing materials as needed, including research and intelligence; demonstrate knowledge of underlying issues and objectives. Ensure Executives receive all materials prior to meetings to facilitate efficient review and use of Division Executives' time. Manage schedule to allow for sufficient time to read, analyze, and respond to short and long-term strategic work; may also include research and analysis related to meeting preparation. Assist in special projects and support coordination of PowerPoint presentations for strategy/market segments, mergers and acquisitions, and other leader presentations including internal communications, monthly Division and annual Strategy meetings and other corporate meetings and events. Support other Executive direct reports in their initiatives, as needed, including attendance at regular team meetings and helping with adherence to deadlines; help to onboard new employees as required. Manage all travel arrangements and ground logistics for the Division Executives with a focus on balancing travel dates with cost-efficient and seamless travel within corporate guidelines. Prepare and process employee recognition awards, monthly expense reports, and regular time-off tracking for Division Executives and review and support related administration tied to direct reports. Manage all outside vendor set up, billing, codes for payment, and ensure proper systems processing and adherence to budget. Maintain paper and electronic files for Division Executives; comply with records retention policies and organize files such that records can be retrieved efficiently. Provide mutual coverage for divisional Executive Assistants during peak times or vacations. Perform other duties as assigned. Job Qualifications Education : High School Degree required; College degree or higher education courses are a plus. Experience : 5+ years as an Executive Assistant to levels VP and above in a global corporation or other professional services organization working across multiple time zones. Experience in learning new technologies and managing large volumes of information, distribution lists. Experience with project support best practices and disciplines. Demonstrated experience requiring excellent planning, organizational and time management skills. High proficiency in Microsoft Office suite including Outlook, Teams, Word, Excel and PowerPoint. Experience in a large, matrixed environment is a huge plus. Essential Competencies/Skills : Strong technical and problem-solving skills; naturally proactive in learning new technologies and staying on top of projects. Strong multitasker with demonstrated success working in high stress environments for multiple executive leaders. Adapt and modify established processes and practices to anticipate recurring operational or administrative issues and problems, enabling others to resolve issues independently and collaborating across the organization for immediate support. Excellent organizational, judgment, planning and problem-solving skills, including a proactive approach to working in a matrixed environment with key stakeholders, partners, and clients. Proactively learn and train others to use workplace office technology tied to core responsibilities and Executives. Complete operational or administrative work without clear guidelines based on prior experience. Excellent attention to detail, consistently delivering to a high standard. Good business discretion and awareness with sensitivity to handling highly confidential information. A professional and proactive approach, with the ability to prioritize and adapt to changing demands; ab #J-18808-Ljbffr