This role provides executive administrative support to several senior Executives within the leadership team of the Health Division. Responsible for advanced administrative and project management support requiring excellent judgment, time management, and discretion.
Requires extensive knowledge of organization operations, procedures and personnel working within company guidelines and strong working knowledge of Microsoft office suite and enterprise systems.
Location: Philadelphia, PA or New York City, NY with pre-agreed upon flexibility to work remotely part time.
Essential Duties And Responsibilities
- Manages calendar and email requests to ensure timely attention and responses with appropriate urgency based on an understanding of priorities. Professionally responds to requests for meetings, as appropriate, using discretion and judgment, processes requests, takes messages, and delegates to appropriate party in a timely and effective manner to maintain a high level of productivity and confidentiality.
- Manages all logistics and prepares agendas for internal and external meetings, partnering with staff and vendors for onsite meetings for smooth end-to-end execution. Obtains quality and timely briefing materials as needed, including research and intelligence; demonstrates knowledge of underlying issues and objectives, as applicable. Ensures that Executives receive all materials prior to meetings to facilitate efficient review and use of Division Executives’ time. Manages schedule to allow for sufficient time to read, analyze, and respond to short and long-term strategic work. May also include research and analysis related to meeting preparation.
- Assists in special projects and supports coordination of PowerPoint presentations for strategy/market segments and mergers and acquisitions and other leader presentations including internal communications, Monthly Division and annual Strategy meetings and other corporate meetings and events
- Supports other Executive direct reports in their initiatives, as needed and requested including attendance at regular team meetings and helping with adherence to deadlines; helps to on-board new employees, as required.
- Manages all travel arrangements and ground logistics for the Division Executives with a focus on balancing travel dates with the need for cost-efficient and seamless travel within appropriate corporate guidelines.
- Prepares and processes employee recognition awards, monthly expense reports, and regular time off tracking for Division Executives and reviews and supports related administration tied to direct reports
- Manages all outside vendor set up, billing, codes for payment, and ensures proper systems processing and adherence to budget.
- Maintains paper and electronic files for Division Executives; complies with records retention policies and organizes files such that records can be retrieved efficiently.
- Provides back up support for the Executive Assistant to the CEO of the Health Division including assistance with on-site meetings, as well as mutual coverage for each other during peak times or vacations.
Other Duties
- Performs other duties as assigned
Job Qualifications
Education:
- High School Degree required; College degree or higher education courses are a plus
Experience:
- At least 5 years’ experience as an Executive Assistant to levels VP and above in a global corporation or other professional services organization working across multiple time zones
- Experience in learning new technologies and managing large volumes of information, distribution lists
- Experience with project support “best practices & disciplines”
- Demonstrated experience requiring excellent planning, organizational and time management skills
- High proficiency in Microsoft Office suite including Outlook, Teams, Word, Excel and PowerPoint
Essential Competencies/skills:
- Strong multitasker with demonstrated success working in high stress environments for multiple executive leaders
- Adapt and modifies established processes and practices to anticipate recurring operational or administrative issues and problems, enabling others to resolve issues independently and collaborating across the organization for immediate support.
- Excellent organizational, judgment, planning and problem-solving skills, including a proactive approach to working in a matrixed environment with key stakeholders, partners, and clients.
- Proactively learns and trains others to use workplace/ office technology tied to core responsibilities and Executives
- Completes operational or administrative work without clear guidelines based on prior experience.
- Excellent attention to detail, working to consistently deliver to a high standard
- Good business discretion and awareness with sensitivity to handling highly confidential information
- A professional and proactive approach, with the ability to prioritize and adapt to changing demands; ability to work within tight deadlines and deliver on time
- Strong client service focus in dealing with both external and internal clients, displaying an image of professionalism, discretion, and integrity
- Strong communication skills (verbal and written) with an ability to follow instructions from multiple leaders with different management styles to promote good relations.
- Solid relationship-building skills to develop networks both within our highly matrixed global company and externally
- Ability to juggle time zones including department that operates within different time zones; Strong professional attitude toward the job including the ability and flexibility to work after hours as may be needed
Compensation:
Target salary range CA, CT, CO, DC, HI, IL, MD, MN, NY, RI, WA:: $76,350 - $105,700
