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Activation Team Coordinator
1 month ago
Job Title: Activation Team Coordinator
Position Overview: We are looking for an Activation Team Coordinator, a highly organized and dynamic individual, to provide essential administrative support to our executive team in the fast-paced healthcare sector. This role is crucial for maintaining efficient daily operations and supporting various administrative functions that are vital for the smooth running of our organization.
Responsibilities:
- Calendar Management: Manage executive calendars meticulously, coordinating meetings, appointments, and conference calls, prioritizing overlapping commitments, and providing timely reminders.
- Travel Coordination: Organize detailed travel arrangements, including flights, accommodations, and local transport, ensuring cost-efficiency and meeting executive requirements.
- Communication: Act as the primary liaison for both internal and external stakeholders, managing and directing calls, emails, and other communications as appropriate.
- Meeting Support: Prepare and manage agendas, materials, and presentations for executive meetings and oversee all logistical aspects such as venue preparation, catering, and technology needs.
- Document Management: Record electronic and physical documents in a systematic way to ensure accuracy and confidentiality while allowing for easy access.
- Administrative Support: Undertake a variety of administrative tasks, including drafting correspondence, managing expenses, handling invoices, and supporting executives with ad-hoc projects.
- Information Management: Perform research, data collection, and analysis to aid executive decision-making and strategic planning.
- Relationship Management: Develop and maintain strong relationships with internal teams, external partners, vendors, and stakeholders to ensure smooth communication and cooperation.
- Confidentiality: Manage sensitive information with utmost discretion and in compliance with privacy laws and organizational policies.
- Problem Solving: Identify and address inefficiencies in administrative procedures, suggesting improvements to enhance productivity and streamline operations.
Qualifications:
- A Bachelor’s degree in Business Administration, Healthcare Administration, or a related field is preferred.
- Experience in an Executive Assistant or similar role, ideally within a healthcare or medical environment.
- Proficient in Microsoft Office Suite and familiar with DocuSign and contract management.
- Exceptional organizational and time management skills, capable of multitasking and prioritizing in a dynamic setting.
- Strong communication and interpersonal abilities, with a professional approach to handling interactions at all organizational levels.
- A keen eye for detail and a commitment to high accuracy in all tasks.
- A trustworthy individual with the ability to handle confidential information with integrity.
- Flexible and adaptable to meet changing demands and tight deadlines.
- Knowledge of healthcare regulations and compliance is beneficial.
Location: This is a remote position but requires the candidate to reside in Southern California; travel may be necessary less than 25% of the time.
