What are the responsibilities and job description for the Executive Administrative Assistant II position at Medxcel?
Overview
Medxcel is here to lead the transformation of healthcare facilities management by incorporating a new approach to providing services. Created by healthcare, for healthcare, we have a dedicated focus on our people and customers, as well as providing tools, processes, support resources, data analytics and insource strategies that drive results.
The Executive Assistant II serves as the primary point of contact for the assigned executives at Medxcel's Central Office and delivers a high level of administrative and strategic support services. Support includes, but is not limited to, process improvement initiatives, gathering and combine data, completing gap analysis on reports and data, high level meeting presentations and execution, managing interactions with internal and external customers to troubleshoot and problem solve on escalations on behalf of assigned executives, managing all aspects of executive calendars including scheduling meetings and resolving conflicts, managing verbal and written communications on behalf of executives, travel and conference arrangements, meeting minutes, detailed PowerPoint presentations, Excel spreadsheets and departmental reports as assigned. This role develops and organizes information and materials necessary for cadence meetings and other meetings, completes special projects, presentations, event planning, and has a strong ability to prioritize, manage, and complete multiple tasks with attention to detail to ensure accuracy and timely completion of work. The Executive Assistant II has strong interpersonal skills and the ability to build strong relationships with the administrative team as well
as with the executives and their teams, and other staff. The Executive Assistant II also collaborates with other Central Office associates to manage office activities and professionally represents Medxcel in all interactions by demonstrating a commitment to the mission, vision, and core values.Â
This position will be located at Medxcel's Central Office- Indianapolis, IN.Â
Responsibilities
Executive Level Support:
Education:
Medxcel is here to lead the transformation of healthcare facilities management by incorporating a new approach to providing services. Created by healthcare, for healthcare, we have a dedicated focus on our people and customers, as well as providing tools, processes, support resources, data analytics and insource strategies that drive results.
The Executive Assistant II serves as the primary point of contact for the assigned executives at Medxcel's Central Office and delivers a high level of administrative and strategic support services. Support includes, but is not limited to, process improvement initiatives, gathering and combine data, completing gap analysis on reports and data, high level meeting presentations and execution, managing interactions with internal and external customers to troubleshoot and problem solve on escalations on behalf of assigned executives, managing all aspects of executive calendars including scheduling meetings and resolving conflicts, managing verbal and written communications on behalf of executives, travel and conference arrangements, meeting minutes, detailed PowerPoint presentations, Excel spreadsheets and departmental reports as assigned. This role develops and organizes information and materials necessary for cadence meetings and other meetings, completes special projects, presentations, event planning, and has a strong ability to prioritize, manage, and complete multiple tasks with attention to detail to ensure accuracy and timely completion of work. The Executive Assistant II has strong interpersonal skills and the ability to build strong relationships with the administrative team as well
as with the executives and their teams, and other staff. The Executive Assistant II also collaborates with other Central Office associates to manage office activities and professionally represents Medxcel in all interactions by demonstrating a commitment to the mission, vision, and core values.Â
This position will be located at Medxcel's Central Office- Indianapolis, IN.Â
Responsibilities
Executive Level Support:
- Strategically align multiple departments and stakeholders on behalf of executives to support core business.
- Process improvement initiatives as assigned.
- Maintain an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities.
- Leads and supports team building efforts
- Leads team and activities to support various initiatives.
- Manage complex calendar including vetting, prioritizing and providing recommendations.
- Travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation.
- Draft and send internal and external communications on behalf of executive.
- Assist team with budgets, invoices, and resolving any AP or AR issues. May also assist with annual budget and headcount planning.
- Process expense reports and track reimbursement status.
- Manage projects, internal and external meetings and large-scale events from budget planning through logistical coordination.
- May coordinate, track and schedule internal and external PR and communication events.
- Partner with Facilities, IT and Security to resolve any logistical issues.
- Organize and develop information and materials necessary for special projects, presentations, and reports.
- May act as proxy.
- Maintain assigned public areas (e.g. conference room, break room).
- Collaborate with other associates to manage office activities and events.
- May lead the work and/or supervise direct reports.
Education:
- Bachelor's degree or equivalent experience- required.Â
- Minimum 8 years' experience providing administrative C-Suite support in a fast-paced environment- required.Â
- Supporting large scale, enterprise wide initiatives with high organizational visibility- preferred.
- Experience leading a team of executive administrative assistants-preferred.
- Thorough knowledge of Microsoft Office applications required.
- Ability to manage time and set priorities amidst multiple tasks and deadlines with little supervision.
- Ability to interact comfortably with all levels of the organization.
- Demonstration of emotional Intelligence.
- Self-Awareness. – Knowing what we are feeling in the moment, and using those preferences.
- Self-Regulation. – Handling our emotions so that they facilitate rather than interfere with.
- Motivation. – Using our deepest preferences to move and guide us toward our goals.
- Strong creativity and problem-solving skills.
- Project management skills.
- Excellent organization and planning skills.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality when working with sensitive information is essential.
- Expert-level O365 experience required.
