Posted: 05/09/20242024-05-092024-06-16Employment Type:ContractJob Category:AdministrativeJob Number: 617034Is job remote?: NoCountry: United States
Job Description
Executive Assistant Contract Onsite
Pay Range: $50 - 55
Must Haves:
Polished, professional
Experience supporting multiple executives
Preferred:
Experience in pharma/med-tech/med device
Job Summary/Description:
The Executive Assistant provides executive level administrative support for the designated executives and team. This individual makes administrative decisions, handles correspondence, maintains files, manages the processes for departmental contracts and purchase order requisitions, schedules appointments, and serves as liaison with other departments and the public as required. This person must also be experienced and proficient in handling information that is highly confidential and critical in nature.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Provide day-to-day general administrative support to senior members of their respective functions
Manage executives’ calendars and assist with other senior management calendaring of meetings and events; collect and prepare information for use in meetings
Routinely handle internal and external inquiries by screening calls, answering questions, and re-directing to appropriate people
Coordinate complex domestic and international travel arrangements for company executives as well as advisors, consultants, and other team members as necessary
Arrange meetings and handle all logistics
Anticipate a variety of needs and problems and proactively suggest approaches and solutions.
Demonstrate a sense of urgency, initiative, responsiveness, and attention to detail
Interact with executives, customers, and vendors with high degree of professionalism and service
Process expense reports and assist with function’s invoices on a timely basis
Effectively support and back up other executive assistants for high priority meetings, deadlines, and deliverables
Cover for fellow assistants in their absence;
Special projects and other duties as assigned
EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
A minimum of a High School Diploma is required (Bachelor’s Degree preferred) with at least 6 years of related experience in related position (an equivalent combination of education and experience may be considered)
Excellent problem-solving skills, analytical thinking, and visionary skills
Experience with travel arrangements, purchasing and disbursement processes, procedures, and policies
Experience in planning/coordinating logistics for meetings and activities
Effective verbal and written communication skills and ability to effectively interact with employees in a team-based environment
Ability to learn quickly and dedication to complete required tasks
Ability to prioritize workload to meet deadlines and to maintain high level of quality and accuracy
Attention to detail and decision-making skills to respond to high-pressure situations
Initiative and resourcefulness
Ability to work without specific instruction; independent decision-making is a fundamental part of the job and occurs regularly
Must possess a thoroughly professional and positive image at all times and a solid work ethic
Confidentiality of data requires extreme sensitivity and all disclosures require discretion
Possess expert knowledge in Microsoft Office (with exceptional proficiency in Microsoft Word and PowerPoint) as well as other software system(s) required to support the executives. Capability to learn new software in a timely manner
The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the recruiter to ensure it’s from @planet-pro.com - and not a domain with an alternative extension like .net, .org or .jobs. Candidate safety is a top priority at Planet Professional.
Planet Professional and The Planet Group of Companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.
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