Executive Assistant

In the Executive Assistant role, you will be responsible for assisting the Senior Vice President, Chief Strategy Officer (CSO) with the day-to-day operation of the Solutions group (which includes strategy solutions, business development solutions, proposal solutions, communication solutions, and corporate quality management solutions), via a full range of executive administrative support. In addition, the Executive Assistant will be responsible for providing support to the Chief Data and Analytics Officer (CDAO), as well as the Data and Analytics (D&A) and the Executive groups.

This position is office based at Lake Success.

Duties:

• Provide overall administrative and secretarial support to the CSO, the Solutions group as well as the CDAO and the D&A group. This includes but is not limited to:
  • Coordinating a high volume of internal and external meetings, appointments, offsites, presentations, luncheons and/or dinners
  • Supporting department databases
  • Preparing and tracking invoices,
  • Making travel arrangements and preparation of travel vouchers.

• Maintain accurate department calendars, contacts, and meeting-specific distribution lists.
• Correspondence: Compose and disseminate e-mails, memos, agendas announcements and mail for executive, responding to all inquiries in a timely manner. Copying, scanning and faxing business documents when needed.
• Act as a thought partner to anticipate needs of Executive.
• Provide administrative support for corporate Quality Management Solutions (QMS) activities, including the ISO 9001:2015 certification, annual employee, client, collaborator, and board of director surveys and employee engagement and employee focus groups.
• Provide administrative support for Communications Solutions activities, including IPRO publications, outreach and promotional materials, educational materials, press releases, websites, trade show participation, as well as social media.
• Provide administrative support for special projects, including in-service training courses, Town Meetings and other employee programs, as needed.
• Maintain departmental files including planning, quality and compliance documents, records and associated databases.
• Comfortable with administrative support technology and is able to:
• • Create professional looking presentations and organizational charts in MS PowerPoint.
  • Do simple computational tasks in MS Excel.
  • Type up letters and other types of documents in MS Word.
  • Track vouchers and process contracts using a system designed in SmartSheets.
  • Get electronic signatures on contracts and vouchers by setting up documents in DocuSign and/or Adobe Sign.
• Serve as the primary back-up to the Special Assistant to the Chief Executive Officer (CEO), supporting the Executive Group as needed.

QUALIFICATIONS:

• Professional, positive demeanor when dealing with external and internal customers, with an emphasis on composure and flexibility.
• Strong communication skills (verbal and written) with the ability to apply those skills in carrying out work assignments.
• Strong interpersonal skills. Comfortable representing the group while interacting with individuals at all levels of an organization, particularly senior levels.
• Superior organizational and time management skills with the ability to anticipate, prioritize and fulfill multiple tasks with acute attention to detail and deadlines.
• Ability to handle confidential information and use discretion.
• Ability to act autonomously in day-to-day activities.
• Proficiency with Microsoft suite of products including but not limited to Word, Excel, PowerPoint, SharePoint, Outlook and Teams. Experience with SmartSheets, Salesforce, ADP, DocuSign and/or Adobe Sign is a plus.

EDUCATION & EXPERIENCE:

• Bachelor’s degree in business administration or related field is required.
• Four (4) years’ experience as an assistant to a senior-level executive is required.
• Experience in a health care organization a plus.
• Licensed Notary Public a plus.

The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. The hourly range for this position is $38.46 – $40.87. Actual salary range and/or hourly rate depends on a variety of factors including experience, education, credentials, location, and budget.

The salary range and/or hourly rate listed does not include other forms of compensation or benefits.

IPRO is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity or expression, disability, protected veteran status or military status.