Executive Assistant

4 weeks ago

Quincy, United States Shields Health Full time

EMPLOYER: Shields Health

JOB TITLE: Executive Assistant to Chief Information and Chief Talent Officers

LOCATION: Quincy, MA

HOURS: Full-Time - 4 days/week in Quincy. MA with 1 day/week remote


ABOUT SHIELDS HEALTH:

Shields Health is a leading medical provider in New England, operating in one of the most fascinating business environments today – Healthcare. Our world-class team is made up of innovative thinkers and enthusiastic collaborators who take pride in delivering the highest quality care to the patients and medical professionals we serve at more than 40 locations. It’s a great time to be a part of the Shields team as we grow and diversify our services by investing in our people, technology and culture. We have created a challenging work environment driven by our talented people, with a unique philosophy of care that sets us apart today and tomorrow.


ABOUT THE TEAM:

The Executive Assistant provides executive support to the Chief Talent and Chief Information Officers. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.


ABOUT THE RESPONSIBILITIES:

• Serve as a conduit (via phone, video, face-to-face) between the executives and others within the company, clients and partners.

• Manages professional calendars ensuring optimum use of time.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, policies and presentations.

• Schedules, coordinates, and manage meetings including coordinating conference rooms, creating/reporting meeting agendas.

• Provides administrative support including answering calls, scheduling meetings, supply ordering/tracking, coordinating travel arrangements, processing invoices/expenses, copying, filing, etc.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Processes all Accounts Payable for the executives, inclusive of processing legal invoices, manages corporate credit card and tracks all charges as well as processes expense reports for the executives.

• Performs 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.

• Manages and maintains various business records and documents in organized manner. Produces reports requiring data compilation and analysis.

• 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.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.



ABOUT YOU:

• Bachelors Degree Required.

• Two or more years’ experience in an office setting working for senior level professionals.

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Expert level written and verbal communication skills.

• Demonstrated proactive approaches to problem solving with strong decision-making capability.

• Able to exercise good judgment in a variety of situations.

• Strong written and verbal communication.

• Realistic balance among multiple priorities.

• The ability to work independently on projects, from conception to completion.

• Able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.




IN ADDITION:

• Ability to sit, stand and walk for extended periods and effectively utilizes computer and phone systems with or without accommodation.

• Able to provide extensive interaction with employee’s 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.


Employment is contingent on presentation of work related credentials. These credentials vary based on the position offered and the location offered, but may include vaccinations, licensure, and certifications. A detailed list will be sent upon offer and available during the interview process when requested.

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