Strategic Executive Assistant
HMSA
- Executive Support
- Provide high-level administrative and strategic support to the Executive and department leadership, exercising independent judgment to ensure effective use of leadership time and focus.
- Manage the Executive's calendar and schedule balancing priorities, proactively resolving conflicts, ensuring appropriate desk time and downtime, and maximizing efficiency.
- Brief the Executive on schedule changes, priorities, and high-impact deadlines to support workload.
- Screen incoming calls and correspondence. independently triage, research, prioritize, and respond where appropriate, including sensitive, proprietary, and confidential matters.
- Act as a liaison between the Executive and management personnel, their assistants, and internal and external stakeholders.
- Coordinate and manage meetings and conference calls, including attendee scheduling, logistics, conference rooms, catering, technology needs, materials, and follow-up to ensure preparedness and accuracy.
- Create and distribute clear, well-organized memos, reports, presentations, and spreadsheets, including materials containing sensitive and confidential information; coordinate reviews and approvals as required.
- Arrange complex, multi-stop travel itineraries; prepare and compile travel documentation and receipts for reimbursement submission.
- Demonstrate discretion, initiative, diplomacy, and problem-solving skills when handling urgent requests, last-minute changes, and challenging situations.
- Recommend and implement improvements to administrative processes to increase efficiency and effectiveness.
- Provide high-level administrative and strategic support to the Executive and department leadership, exercising independent judgment to ensure effective use of leadership time and focus.
- Communication Department Coordination
- Support and coordinate Communications department initiatives, acting as a strategic partner in planning, execution, and cross-functional alignment.
- Manage and coordinate communications-related projects, collaborating with internal and external stakeholders to produce requested materials and support corporate meetings, events, and special projects.
- Partner with the Executive and leadership team to support development, execution, and adjustment of strategic initiatives aligned with organizational goals.
- Gather and interpret data to identify trends and generate insights that inform strategic and operational decisions.
- Monitor high-priority departmental and organizational projects, providing regular status updates, recommending next steps, and supporting execution and project management efforts.
- Assist with developing and tracking department processes to ensure smooth, cohesive workflows across teams; communicate updates and adjustments to stakeholders as needed.
- Serve as a thought partner for Executive on complex, high-level initiatives, supporting strategic planning through execution.
- Support and coordinate Communications department initiatives, acting as a strategic partner in planning, execution, and cross-functional alignment.
- Administrative Support
- Provide operational and administrative support for department.
- Review staff expense reports for accuracy and completeness; approve or deny on behalf of leadership and route approved reports for final authorization.
- Coordinate maintenance and setup of department equipment, partnering with building management and IT as needed.
- Onboard new employees to ensure readiness on administrative matters.
- Maintain department records and files in compliance with corporate document retention guidelines.
- Provide operational and administrative support for department.
- Performs all other miscellaneous responsibilities and duties as assigned or directed, which may include leading small local or virtual events and projects.
Vacancy posted 1 day ago
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