Exec Assistant

Position Summary

The Executive Assistant provides advanced-level administrative support and organization to executive(s) at the Vice President level and ensures the efficient and effective provision of data and information. This position organizes schedules, manages deadlines, pays close attention to details and exhibits professional customer service skills to internal and external visitors. This position reports to a Vice President or Institute Medical Director.

Position Duties

• Anticipates problems, critical issues and/or opportunities and acts accordingly.
• Arranges and schedules a variety of meetings, initiates and responds to requests for scheduled time, maintains current and accurate calendars to ensure efficient scheduling, minimizes conflicts and ensures deliverables.
• Ensures Executive is prepared for appointments by anticipating and gathering necessary materials for each meeting, including meeting agenda.
• Handles sensitive information and confidential business matters with a high degree of discretion.
• Plans, creates and coordinates executive-level communications and presentations by utilizing advanced Word, PowerPoint and Excel.
• Prepares agendas, assembles and organizes materials, performs necessary follow-up actions, initiates reminders and records/transcribes minutes of meetings and/or presentations to various internal and external audiences, committees and Boards to ensure the thorough preparation, organization and documentation of activities and outcomes.
• Provides suggestions for new methods of working for improved effectiveness and efficiency.
• Provides support to other staff, as needed; works effectively in a team environment.
• Performs miscellaneous job related duties as requested.

Position Qualifications

• Education: High School Diploma or equivalent Required
• Experience: Five (5) or more years of administrative experience to include responsibility for support to executive management Required
• Special Skills: Two (2) or more years of experience in a Windows environment that includes the use of MS Office Suite of products with an emphasis on Word, PowerPoint and Excel Required
• Customer Service Skills: Excellent customer service skills, strong communications skills, and good planning and organizational skills. Required