16-week contract; 40 hours/week
8:30am to 5:00pm
- Provides executive level administrative support to assigned senior executives and others as required; serves as front line representative of C-Suite
- Coordinate travel arrangements including transportation, hotel, travel itinerary, meeting agenda/material and completion of travel expense report upon return.
- Collect and prepare meeting materials for use in meetings ensuring that all meeting materials are given to senior executives for their review prior to meeting
- Prepare, review and compose correspondence and other documents and reports and graphic presentations ensuring proper format and accuracy in an expeditious manner
- Provide general administrative support such as ordering office supplies, fax, photocopying and distribution of mail
- Keep track and process payroll time for assigned departments
- Distribute meal tickets to residents
- Monitors call schedules and delinquent medical records report to ensure appropriate distribution
- Distribute parking tickets to appropriate internal and external customers
- Maintain contract database for vendor contracts and clinical trials
- Inform management of contracts due to expire and ensure copies of fully executed agreements are kept in C-Suite s master contract file.
- Communicate effectively and positively with internal and external customers, employees, executives, staff and vendors
- Answer telephones in a prompt, professional and courteous manner; handle call and/or direct call to appropriate individual, screening/announcing the caller prior to transferring call. Take and communicate detailed messages
- Maintain senior executives calendars and meeting schedules; schedule appointments, meetings
- Notify Executives of schedule changes as they occur including add-ons and cancellations.
- Assist with overseeing the C-Suite s board and conference room schedules
- Receive, research and resolve complex issues and concerns addressed to the C-Suite to ensure that appropriate action/referral/response is taken to ensure excellent customer service
- Assist with fielding and recording customer complaints and complements including inquiries that come in via telephone, email, mail and website
- Assist in preparing, organizing and implementing special projects as needed including follow-though, to ensure that appropriate and timely actions and deadlines are met
- Provide administrative support and actively participate in assigned committees
Experience/Certificates Required:
- 5+ years of executive level administrative experience working for multiple high-level executives.
- High School Diploma required, Bachelor’s Degree highly preferred
- Executive Level administrative skills
- Problem solver
- Positive and high energy
- Able to maintain highest level of confidentiality
- Mandatory training, testing, and competencies: completed on time - Competency Training; Service Excellence Training; Annual Physical
- Demonstrated leadership capacity and coordination skills
- Ability to adapt to changing priorities
- Excellent computer skills including advanced MS Office and strong Power Point, Outlook, and Excel skills
- Good interpersonal skills
- Organized and detailed oriented
- Effective communications skills, both verbal and written
Job Type: Contract
Pay: From $35.00 per hour
Expected hours: 40 per week
Schedule:
Education:
Experience:
- Executive administrative support: 5 years (Preferred)
Work Location: In person