North American Partners in Anesthesia

Returning Candidate?

Executive Assistant

Executive Assistant

# of Openings 
1
Job Locations 
US-NY-Melville
Category 
Administration

More information about this job

Overview

Responsible for supporting the Administrative Supervisor along with performing a wide variety of confidential administrative functions for multiple executives, primarily the Chief Executive Officer, as assigned, with minimal supervision.  The  Executive Assistant relieves executive(s) of all administrative tasks within their range to ensure effective delivery of our Business Objectives.  

Position Requirements

Essential duties and responsibilities:
  Administrative Support

  • Heavy calendar management including the coordination of complex executive meetings. Requires interaction with both internal and external executives and assistants, as well as consultants.

Includes: checking for availability, sending meeting invitations, obtaining rooms, setting up bridge lines, catering orders, confirmation of attendance, sending reminders and rescheduling as needed, and providing relevant materials when available.

  • Makes complex travel arrangements (domestic & international) within company policy.

Includes: booking air, car and hotel; generates itinerary with all contact numbers and information and attaches necessary documentation needed for trip; updates calendar with all information. Ability to rearrange travel on short notice quickly and accurately is a must

  • Creates, updates and submits expense reports in a timely manner.
  • Photocopies and distributes documents as needed; opens and distributes mail; processes overnight deliveries
  • Answers phones and directs all incoming calls to appropriate party promptly and efficiently; takes and transmits messages in a professional manner.
  • Types, edits, prints and stores memos/documents with attention to detail; independently develops responses to letters and correspondence on behalf of executive, as appropriate.
  • Prepares and edits visual presentations in PowerPoint.

 

 

Back-up Administrative Support

  • Provides seamless back-up support for other executive/administrative assistants and receptionist during emergencies, sick and vacation time.
  • Provides Project Management
  • Prioritizes and manages multiple time-sensitive projects simultaneously, and follows through on issues in a timely manner; independently follows-up on deliverables due to executive(s), as appropriate.
    Checks deadlines on incoming requests and puts preliminary work in play.
    •Other specific project management responsibilities may be assigned to this role if/when the scope of this position is expanded to provide support to additional executives

Professional and Positive Representative of Company

  • Represents the Company in a positive, friendly and professional manner to both internal and external contacts; receives and directs visitors in a professional manner.
    Independently performs confidential office/administrative duties with speed, accuracy and a positive pleasant attitude; creates and maintains highest levels of confidentiality
  • Collaborates with other executive assistants to identify “best practices” and a consistent approach to cross department functions

 
Qualification/Requirement:

  •       Must have a minimum of 7 years experience as an executive assistant
  • Must have a minimum of 5 years’ experience providing administrative support to c-level senior executives
  • Must have a minimum of 3 years experience interacting with a Board of Directors and/or Executive Committees
  • Must have demonstrated experience of proactively identifying and analyzing problems, generating alternative solutions, and making decisions on choices with minimal or no supervision.
  • Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting multiple executives
  • Must be able to work well without supervision.
  • Must be able to work in a team environment, determine priorities and assume initiative.
  • Must be flexible and able to work in a fast paced environment handling multiple and changing priorities.
  • Must be detail-oriented.
  • Must exhibit effective interpersonal skills with an emphasis on customer service
  • Must have strong verbal and written communication skills
  • Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook and Sharepoint)
  • Must be flexible with working extended hours as the needs of the business dictate.

Need help finding the right job?

We can recommend jobs specifically for you! Click here to get started.