Flexibility and outstanding problem-solving skills are an absolute must. Stamina and dedication to executive level as this role is called upon day and night to support the required needs of company leaders.

This takes imagination, relentless service, and the tenacity to enable our clients to achieve their healthcare visions.

RESPONSIBILITIES / TASKS:

• Maintaining schedule for two executives, making calls/ appointments for schedules
• Keeping main reports on schedule by providing necessary information
• Answering phones and routing calls to the correct person or taking messages
• Reserving and purchasing airfares / hotel rooms / car rentals, for 2 main reports and some administrators and employees when they travel
• Maintaining information for trips in TripIt or TripCase for travelers
• Preparing / formatting documents/ proofreading documents
• Researching topics
• Maintain organization’s organizational charts, using the SmartDraw program
• Opening, sorting and distributing incoming faxes, emails, and other correspondence
• Helping prepare for meetings
• Accurately recording minutes from meetings
• Greeting visitors and deciding if they should be able to meet with executives
• Act as the point of contact among executives, employees, and some clients
• Assisting when necessary on RFPs, BD department
• Printing out annual reports as requested by hospital administrators and sending by UPS
• Sending out emails to clinicians on behalf of direct reports as requested, maintaining distribution lists
• Responsible for ordering office supplies for main office and administrators
• Responsible for maintaining original contracts in safe and inputting on the server once signed
• Answering the main phone line when caller dials zero or responding to VMs left in emails on the same day to route to appropriate person
• Provide general office administrative support

SKILLS/ QUALIFICATIONS REQUIRED:

(includes Education & Experience)

• High school diploma required. An associate degree or Bachelor's Degree in Business Administration or Secretarial Certification is a plus.
• A minimum of 4 - 5 years of work experience, preferably providing the same or similar administrative support to a corporate officer.
• Must be confident and trustworthy and uphold a strict level of confidentiality
• Outstanding organizational / administrative skills.
• Excellent communication skills both verbal and written.
• Excellent interpersonal skills.
• Excellent secretarial skills.
• Excellent computer skills. Proficient with Microsoft’s Office Suite including Excel, PowerPoint, Word, Outlook etc.
• Develop and sustain a level of professionalism
• Must be flexible, able to multi-task and adjust work schedule as may be required.
• Must be detail oriented.