Executive Assistant, OCMO

Your Responsibilities

• Serve as a primary administrative liaison for the Chief Medical Officer and the Executive Medical Directors, internal stakeholders, clients, and external partners, exercising judgment and diplomacy in all interactions.
• Proactively manage complex calendars, scheduling, and competing priorities for the executives in the OCMO.
• Schedule and arrange internal and external meetings and appointments as requested.
• Prepare a variety of correspondence, reports, spreadsheets, briefing materials, and other documents for the OCMO, ensuring accuracy for proper content, format, grammar, spelling, and punctuation.
• Handle sensitive and confidential information with the highest level of discretion and integrity.
• As needed, assist in managing key priorities and projects for the OCMO by tracking progress, monitoring deadlines, and assisting in delivering outcomes.
• Manage travel arrangements, including complex itineraries, expense reporting, and logistics for meetings, conferences, and offsite events for the executives in the OCMO.
• Responsible for all expense report-related activities, such as receipt collection and follow up, preparation and submission of expense reports, and corporate credit card billing reconciliation.
• Actively screen, prioritize, and respond to email, calls, and mail on behalf of the Chief Medical Officer escalating issues as appropriate and ensuring timely follow-up.
• Partner with the executives in the OCMO to prepare for meetings, presentations, and key business engagements; track action items and follow through to completion.
• Cook up special events; arrange for catering and clean up after events.
• Attend meetings, take minutes, and distribute as needed.

Qualifications

• Executive presence and professionalism.
• Strategic thinking and anticipation of needs.
• Exceptional organization and time management.
• Confidentiality and trustworthiness.
• Adaptability and resilience in a dynamic environment.