What are the responsibilities and job description for the Executive Assistant position at Shields Health Care Group?
COMPANY: Shields Health Care Group
JOB TITLE: Executive Assistant
LOCATION: Quincy, MA
HOURS: Monday - Friday 8:30am - 5:00pm
PURPOSE AND SCOPE
The Executive Assistant is responsible for supporting the VP of Operations in administration, project coordination and professional and personal assistant needs.
PRIMARY RESPONSIBILITIES
- Serve as a conduit (via phone, video, face-to-face) between the VP of Operations and other executives, clients and partners.
- Manages professional and personal calendars; ensuring optimum use of time.
- Manages VP of Operations email and initiates/responds to C-level partners on VP of Operations behalf
- Schedules, coordinates, and manage meetings including coordinating conference rooms, creating/reporting meeting agendas, and taking meeting notes as required.
- Provides administrative support including answering calls, scheduling meetings, supply ordering/tracking, coordinating travel arrangements, processing invoices/expenses, copying, filing, etc.
- Provides limited personal support such as making personal appoints, running errands.
- Processes all Accounts Payable expenses, inclusive of processing legal invoices, manages Corporate AMEX and tracks all charges as well as processes expense reports for VP of Operations.
- Performs market research as well as analyzes data, organizes and assembles information in presentation format
- Prioritizes and coordinate projects, and follow through on issues in a timely manner
- Captures strategies and messaging in innovative business presentations.
- Manages and maintains various legal and business records and documents in spreadsheets/databases. Produces reports requiring data compilation and analysis
- Improves the effectiveness of the VP of Operations by proactively coordinating and prioritizing activity
- Ensures topics of importance are communicated in an organized and efficient manner
- Coordinates projects and proactively identifies areas in which s/he can provide further assistance
- Provide back-up support to other members of Executive Assistant staff
- Works is a collaborative manner
EDUCATIONAL REQUIREMENTS
Bachelors Degree Required.
EXPERIENCE REQUIREMENTS
5-7 years’ experience in an office setting. Excellent administrative, organizational and computer skills. Ability to communicate and work well with others. Knowledge of Microsoft Excel and Outlook required.
PHYSICAL REQUIREMENTS
Ability to sit, sand and walk for extended periods and effectively utilizes computer and phone systems with or without accommodation.
INTERNAL/EXTERNAL INTERACTIONS
Extensive interaction with employees at all organizational levels and outside vendors/resources.
NOTE: It is not intended that this Job Description include all details of the work functions of this position. The incumbent will perform work of lower or equivalent classification as required or directed and work of higher classification for training and development purposes or as situationally warranted.
