Executive Assistant

Position Title: Executive Assistant      

Reports To: Chief Executive Team      

Department: Executive Admin      

FLSA Status: Exempt      

Job Summary:

Under direct supervision, this position provides administrative and secretarial support for the executive team. The executive assistant will perform duties such as scheduling meetings, making travel arrangements, manage office inventory and order supplies, and organizing daily calendars. The administrative assistant will answer non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.       

Essential Duties & Responsibilities:

• Act as the point of contact between the executives and internal/external clients.      
• Undertake the tasks of receiving calls, take messages, providing basic company information       
• Handle important requests and queries appropriately.      
• Arrange travel, accommodations, itineraries, and all correspondence related to arrangements as needed.      
• Greets visitors and determines meeting times with executives.      
• Answers phones and routing calls to the correct person or taking messages.      
• Take dictation and minutes, prepare reports and accurately enter data.      
• Monitor and order office supplies and research advantageous deals or suppliers.      
• Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings.      
• Develop and carry out an efficient documentation and filing system in a well-organized and timely manner.      
• Retrieves information from files when needed.       
• Coordinate interdepartmental meetings and logistics planning.       
• Researches data to prepare documents for review and presentation by boards of directors, committees, and executives.      
• Manages executive schedule and acts as liaison for executive team.      
• Plans/organizes and implements events such business luncheons, or client dinners      
• Comfortable performing clerical duties, taking memos, maintaining files, and organizing documents       
• Handles confidential information Photocopying, Scanning, Collating, etc., as needed      
• Prepares information and research for executive needs and routing correspondence      
• May help plan company events, meetings, and employee team building activities or special projects      

Additional Duties & Responsibilities:

• Full comprehension of office management systems and procedures      
• Excellent knowledge of MS Office (Power Point, Excel & Word)      
• Exemplary planning and time management skills      
• Up-to-date with advancements in office gadgets and applications      
• Ability to multitask and prioritize daily workload      
• High level verbal and written communications skills      
• Discretion and confidentiality is mandatory      

Supervisory Responsibilities:

No supervisory responsibilities.       

Education & Experience:

• Bachelor’s Degree is required      
• Minimum of 5 years of executive assistant experience      
• Familiarity with online calendars and cloud systems      
• Expert proficiency in Microsoft Office Suite      

Knowledge, Skills & Proficiencies:

• Must be able to meet deadlines in a fast-paced quickly changing environment.      
• A proactive approach to problem-solving with strong decision-making skills.      
• Professional level verbal and written communications skills.       
• Experience using office equipment, including printers and fax machines      
• Strong communication skills (via phone, email and in-person)      
• Experience exercising discretion and confidentiality with sensitive company information      
• Ability to pay close attention to detail and ensures accuracy of report and data.      
• Fluent in English and Spanish.      

Tools & Equipment Used:

Computer and peripherals, standard and customized software applications and tools, and usual office equipment.      

Physical Requirements/Working Environment:

This position works under usual office conditions. The employee is required to work at a personal computer as well as be on the phone for extended periods of time. Must be able to stand, sit, walk and occasionally climb. The incumbent must be able to work extended and flexible hours and weekends as needed. Physical demands include ability to lift up to 50 lbs.      

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.       

Travel:

Work may involve some driving/traveling to assigned clinics.      

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.