Executive Assistant
- Communicates effectively with all levels of the organization, vendors, customers, and Board of Managers
- Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings.
- Prepares information and research for executive needs.
- Handles confidential information; organizes and maintains files.
- Manages executive schedule, company calendars and acts as liaison for executive team.
- Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
- Answers phone inquiries, directing calls, and providing basic company information.
- Performs clerical duties including but not limited to preparing agendas, taking minutes, writing memos, maintaining files, and organizing documents, photocopying, faxing, collating, mailing, etc., as needed.
- Assists executives with administrative corporate forms and processes.
- Initiates executive teams IT requests and follows up with IT department to ensure issues are quickly resolved.
- Plans/organizes and implements events such as employee team building activities, meetings, company events, business luncheons, or client dinners, etc.
- Performs other related duties as assigned by management.
- Bachelor’s degree in business administration or related field preferred but not required
- Five plus prior experience in mid- to senior-level administration, business, pharmaceuticals, medical device or biotech, hospital or medical, management, or related field.
- IAAP Certified Administrative Professional (CAP) or professional certification in office management preferred but not required
- Proficient computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must. MAC skills preferred.
- Excellent written and verbal communication skills.
- Able to concentrate on multiple problems/tasks at once.
- Excellent time management and prioritization skills.
- Trains, manages, and supervises lower-level assistants, clerical staff, and receptionists if hired.
- Comfortable in a fast-paced environment with multiple tasks and projects at hand.
- Able to organize and manage large amounts of files, tasks, schedules, and information.
- Self-directed and able to work without supervision.
- Energetic and eager to tackle new projects and ideas.
- Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed.
- Standard office environment.
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