Executive Assistant

Aerotek Avon, CT 2019-07-10

Opportunity to work with a top hospital in the Hartford Area. Looking for an Executive Assistant to support the President.

Must Haves:

  • High level EA, 5+ years supporting C-suite leader
  • Health care experience preferred
  • Quick thinker, can make decisions without lots of direction
  • Lots of calendaring, scheduling, managing schedule – helping to keep him on time
  • Creating packets, communication with Board members, taking minutes, time management at meeting
  • Heavy PowerPoint user

Essential and Primary Responsibilities:

  • Proactively manage an extremely active calendar of appointments, ensuring the President’s schedule is followed and respected; planning and scheduling meetings, including video and teleconference calls.
  • Coordinating all meeting logistics such as conference room reservations, catering orders, preparing agendas, meeting materials, and assisting with the creation of presentation materials.
  • Assists during meetings by setting up audio/visual, taking minutes, and documenting action items that require follow-up.
  • Communicating directly, and on behalf of the President; Managing and preparing all correspondence and reports.
  • Serves as the administrative liaison to the Board of Directors and manages Board activities, which include coordinating Board meetings, retreats and new Board member orientations; creating, compiling, assembling, and distributing Board meeting materials.
  • Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with executive and senior management staff, physicians, clinical staff and employees.
  • Works closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Create and modify documents in Word, PowerPoint, and Excel.
  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications and anticipating needs.
  • Oversees and/or arranges special projects and events such as retreats, luncheons/dinners, conferences, and presentations.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures.
  • Performs appropriate procurement processing activities, expense management, and invoice processing.
  • Coordinates travel arrangements and prepare itineraries.
  • Completes various projects and ad hoc duties and requests as assigned.

Skills and Abilities:

  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including executives, senior leaders, physicians, clinicians, board members and external partners
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
  • Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
  • Forward-looking thinker, who actively seeks opportunities and proposes solutions
  • Positive, proactive attitude; Punctual and dependable; Meticulously thorough and accurate
  • Able to multitask and adapt to quickly changing priorities
  • Advanced level expertise of Microsoft Office suite

Job Type: Full-time

Salary: $50,000.00 to $70,000.00 /year

Experience:

  • C-Suite: 3 years (Preferred)
  • executive support: 3 years (Preferred)
  • Executive Assistant: 3 years (Preferred)

Education:

  • Bachelor's (Preferred)
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