Executive Assistant

DescriptionDescription

Position Summary

Provides high-level administrative support by conducting research, preparing statistical reports and presentations, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff. Handles and manages all travel, expenses, calendar, and other tasks for executives.

Essential Duties And Responsibilities

• Communicates effectively with all levels of the organization, vendors, customers, and Board of Managers
• Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings.
• Prepares information and research for executive needs.
• Handles confidential information; organizes and maintains files.
• Manages executive schedule, company calendars and acts as liaison for executive team.
• Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Answers phone inquiries, directing calls, and providing basic company information.
• Performs clerical duties including but not limited to preparing agendas, taking minutes, writing memos, maintaining files, and organizing documents, photocopying, faxing, collating, mailing, etc., as needed.
• Assists executives with administrative corporate forms and processes.
• Initiates executive teams IT requests and follows up with IT department to ensure issues are quickly resolved.
• Plans/organizes and implements events such as employee team building activities, meetings, company events, business luncheons, or client dinners, etc.
• Performs other related duties as assigned by management.
  
  

Qualifications

Qualifications

• Bachelor’s degree in business administration or related field preferred but not required
• Five plus prior experience in mid- to senior-level administration, business, pharmaceuticals, medical device or biotech, hospital or medical, management, or related field.
• IAAP Certified Administrative Professional (CAP) or professional certification in office management preferred but not required
• Proficient computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must. MAC skills preferred.
• Excellent written and verbal communication skills.
• Able to concentrate on multiple problems/tasks at once.
• Excellent time management and prioritization skills.
  
  

Supervisory Responsibilities

• Trains, manages, and supervises lower-level assistants, clerical staff, and receptionists if hired.
  
  

Competencies

• Comfortable in a fast-paced environment with multiple tasks and projects at hand.
• Able to organize and manage large amounts of files, tasks, schedules, and information.
• Self-directed and able to work without supervision.
• Energetic and eager to tackle new projects and ideas.
• Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed.
• Standard office environment.