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Executive Assistant

Morristown, NJ 07960

Posted: 01/20/2023 Employment Type: Contract Job Category: Administrative Job Number: 534343 Is job remote?: No Country: United States

Job Description


Job Title: Executive Assistant

Must Haves:
  • 5 or more years of experience in an executive level support position
  • Secretarial School Graduate or equivalent
  • Strong PC Skills
  • Proficient with Microsoft Office Suite Programs
  • Strong Written and Verbal Communication Skills

Preferred:
  • Healthcare Experience

Job Summary:

The Executive Assistant will provide administrative support to the Office of the SVP, Chief Medical & Academic Officer through the duties outlined below.
  • Maintains efficient and effective operations of the Office of the SVP, Chief Medical & Academic Officer, ensuring that strict confidentiality is adhered to. Demonstrates tact and discretion.
  • Maintains daily calendar and schedules meetings for the Officer. Makes high level contacts of a complex and confidential nature both inside and outside the organization including office of the CEO, trustees, administrators, physicians and company leadership. Assists Officer in preparation for committee meetings and facilitates any other details necessary in scheduling meetings. Collects and prepares information for the Officers use in discussions and meetings with executive staff and outside individuals.
  • Organizes administrative preparations for meetings. Maintains minutes, documents and other material pertaining to SVP meetings. Distributes meeting notifications and documents. Attends meetings and documents meeting minutes, when required.
  • Attentive to the importance of reports, correspondence and presentations being prepared accurately and timely. Completes responsibilities with professionalism and is mindful of the standing position of the Officer.
  • Maintains SVPs files - Not limited to SharePoint files, office files and meeting files. Takes accountability for ensuring that all files are kept up to date.
  • Operates with great latitude for independent judgment, foresight and initiative. Including necessary preparations and accountability for absence coverage.
  • Screens and directs calls and email communications to appropriate area. Screens and assists visitors.
  • Arranges travel accommodations and conference registrations. Prepares forms: travel reimbursements, check authorizations, publication renewals, etc.
  • Remains flexible to need of administrative support to SVPs VP, and Directors - as directed by SVP. Remains flexible to support SVP with ad hoc administrative needs.
  • Coordinates social functions/dinners and other personal matters for Officer.

Skills: 
  • Minimum of 5 years working in an executive support level position
  • Previous experience in a healthcare setting - Preferred
  • Proficiency on personal computers w/Microsoft Office software package
  • Strong communication skills

Education:      
  • Secretarial School Graduate or equivalent
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