What are the responsibilities and job description for the Executive Assistant position at MMS Courier?
As The Executive Assistant, You Will
- Manage complex calendars, coordinate meetings, and ensure that schedules are handled in an efficient manner
- Coordinate travel arrangements
- Perform high level administrative functions, including but not limited to drafting and processing correspondence, creating and updating filing system, scanning, copying, placing and screening calls and directing messages to other staff as necessary, taking notes during meetings
- Reconcile complex monthly expenses and expense reports
- 3 - 5 years of experience in administrative support, preferably at least 2 - 3 years of dedicated executive assistant
- Strong attention to detail, ability to handle multiple tasks at once with little notice and with a high degree of autonomy and self-motivation
- Able to make administrative, procedural decisions and judgments and handle sensitive information with discretion and confidentiality
- Excellent written, verbal, organizational, and analytical skills
- Excellent interpersonal, listening and communication skills
- Proven ability to build and maintain relationships throughout an organization
- Savviness with technology, including video conference systems, online collaboration tools, secure digital communication, Microsoft Suite and Google Suite.
- Executes, with minimal direction, executive administrative duties at the highest level, using significant discretion and independent judgement to prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures and interruptions.
- Manages and accurately maintains a complex and extremely active, often-changing calendar of appointments in an efficient manner that maximizes the President's productivity while being mindful of deadlines, confidentiality, priorities, and protocol. Determines priorities and makes decisions regarding the scheduling of daily and long-range meeting requests. Collaborates with the Executive team about scheduling priorities and dealing with potential calendar conflicts. Ensures that the President’s schedule is consistent with institutional priorities and is followed and respected. Provides backup phone and calendar support for the Executive team.
- Exhibits professionalism in all communications with a diverse group of current and prospective contacts on behalf of the Executive team. Provides accurate, complete, and detailed messages in a timely manner.
- Handles sensitive messages and conversations with compassion and a sense of urgency while exercising a high degree of judgement, discretion, and understanding of logistical terminology or complex logistical situations. Displays thorough understanding and application of HIPAA rules and guidelines. Determines appropriate course of action, referral, or response.
- Exercises a high degree of personal ownership over office activities to ensure quality work products are delivered and support activities are performed in an efficient and timely manner with minimal supervision.
- Plans, manages, and executes special projects.
- Compiles documents for meetings including collection of documents from secure portals. In collaboration with the Executive team, provides all necessary arrangements and advance reading materials for each day to ensure the President is fully prepared for all appointments.
- Develops and shares best practices to improve efficient and effective administrative operations. Provides a bridge for smooth communication between the President’s office and internal departments, demonstrating leadership to maintain credibility, trust, and cooperation with Executive team leaders; oversees and facilitates flow of information among the areas that report directly to the President.
- Demonstrates sound judgement in bringing information and issues to the attention of senior leadership and offers creative solutions.
- Trains support staff to consistently apply and adhere to the rigorous standards of the office.
- Completes other duties as assigned.
- Work requires expert level written and verbal communication skills.
- Work requires strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Work requires a highly resourceful and committed team player with the ability to also be extremely effective independently.
- Work requires proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responses.
- Work requires flexibility and resiliency to deal with ambiguity and interruptions, and to handle stressful and difficult situations with composure.
- Work requires strong command of the MS Office Suite and Google Suite, related technological experience and willingness to learn and utilize new technology as it develops.
- Work requires the ability to meet deadlines in a fast-paced, quickly changing environment.
- Work requires proficiency in the form and style of professional/business correspondence and knowledge of office management practices and scheduling protocols.
