Administrative

Executive Assistant Contract

Our client, a large medical organization, is seeking an Executive Assistant to provide administrative support to the system’s Vice President of Consumer Solutions and other leadership team members, in a fast paced professional environment.

Job Title: Executive Assistant 
Location: Onsite required
Shift: 8 – 430 (M-F)
Pay Rate: $24-28/hour
Contract: 12 months with potential to extend or convert

The EA provides high-level executive support including: heavy calendaring, complex meeting coordination and preparation, prioritizing access to executives through meetings, e-mail and phone contact.  The EA anticipates meeting and presentation needs manages calendars to ensure appropriate preparation time before meetings and deadlines. The EA maintains various executive calendars and master schedules along with prioritizing mail and daily administrative responsibilities.   The requirements of the role include but are not limited to the following:

  • Interacting daily with the senior executives as well as leaders and staff from across the organization while delivering a high caliber of customer service to staff and visitors with a friendly and professional demeanor
  • Build and maintain positive relationships with internal and external customers of the department
  • Attention to detail and proficiency in calendar management
  • Strong organizational, project management and problem solving skills with impeccable multi-tasking abilities
  • Tech savvy with advanced Microsoft Office skills are required, with an ability to become familiar with various programs and software’s as needed
  • Anticipate needs of the executives and ability to make timely decisions with little to no direction Retain a high level of confidentiality
  • Make conference/travel arrangements including flight, hotel, transportation and meals – coordinate iteneraries 
  • Prepare and mail meeting materials, take and maintain meeting/board minutes, as appropriate
  • Answer variety of incoming calls and screen as necessary – Also be well versed in how to address patient complaint calls
  • Respond to internal/external requests for information – Heavy e-mail correspondence
  • Draft correspondence, memos and other documents
  • Coordinate, organize and staff special meetings and events
  • Monthly reconciliation of FV purchasing card and OOP and mileage expenses
  • Assist in budget preparation and tracking E-time management for executive and department staff
  • Some HR responsibilities including posting of position, pulling resumes, coordination interviews for candidates (both panel and 1:1 interviews)
  • Process, track and manage invoicing for various departments
  • Manage equipment request ordering for department – Specifically, computers and tracking of process – and assisting executives with phone, computer and IT requests (AAR and help desk requests)
  • Responds to administrative concerns and proposes solutions
  • Build and maintain positive relationships with internal and external customers with whom the executive interacts

Experience:

  • Minimum Experience 5 yrs secretarial or assistant experience
  • Advanced MS Office experience
  • Advanced experience in calendaring

Rate/Salary: $24-28/hour

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