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Executive Assistant

1 month ago

Phoenix, United States Sonora Quest Full time
Job Description

Primary City/State:

Phoenix, Arizona

Department Name:

Admin-Ref Lab

Work Shift:

Day

Job Category:

Administrative Services

POSITION SUMMARY
This position provides comprehensive advanced administrative support to Senior Leadership Team (SLT) member(s)  of Laboratory Sciences of Arizona (LSA) and Sonora Quest Laboratories (SQL). This position oversees the daily administrative operations of multiple leaders or a single executive; represents the leaders to both external and internal contacts and has accountability for relieving them of routine matters through appropriate independent action. The position requires considerable knowledge of the organization, policies, and practices in making routine administrative decisions and in the approach to take to handle non-routine situations.

CORE FUNCTIONS

1.Manages highly confidential information flow via telephone, electronic mail and interaction with departments, operations, leadership, medical staff, parent organizations and outside vendors.

2.Coordinates and follows through on requests requiring problem-solving with highly confidential, sensitive, and complex decision-making calls and questions.

3.Proactively and independently manages the calendar of SLT member(s) requiring the balancing of strategic, tactical, and operational needs of the system and effective use of time. Communicates daily with SLT member(s) to adjust priority in changing environments.

4.Coordinates the reconciliation of monthly expense activity for SLT member(s). Maintains expense reports, accounts payable requests, purchase orders and other system financial reporting systems.

5.Performs projects as directed, including but not limited to set up and administration of programs, researches, and prepares reports with spreadsheet applications. Uses advanced computer and software skills to develop presentations, designs forms and reports.

6.Prepares and manages correspondence, including highly confidential information. Maintains information system via electronic and manual system for easy retrieval and historical archiving.

Coordinates and manages executive files for  SLT member(s).

7.Assists Senior Leadership Team members with documents for Management Team and Sonora Quest Laboratories and Laboratory Sciences of Arizona  Governing Board meetings.

8.Handles travel arrangements as necessary including transportation and lodging, prepares related itineraries, and maintains accurate records for reimbursement purposes. 

TYPE OF SUPERVISORY RESPONSIBILITIES

Although this position is not technically supervisory in nature, it is expected to generally take a “lead” role with respect to the SQL and LSA support teams where appropriate and to provide mentoring.

SCOPE AND COMPLEXITY

This position acts as a member of a support team which may serve multiple individuals and/or departments. This position will need to exercise diplomacy, tact, and judgement in interacting with a wide range of stakeholders at varying levels of the organization including the SLT, parent organizations, staff at all levels, and external customers. 

PHYSICAL DEMANDS/ENVIRONMENT FACTORS

Standard office environment/hybrid in-office and remote. Extensive computer work with prolonged sitting. Ability to lift up to fifteen pounds.

KNOWLEDGE, SKILLS AND ABILITIES

  • Excellent organizational skills.

  • Ability to handle highly confidential information.

  • Ability to exercise independent judgment.

  • Demonstrated ability to set and maintain multiple priorities in an environment with shifting priorities, while providing accurate deliverables in a timely fashion.

  • Must be self-motivated and able to take ownership of projects/assignment.

  • Must be a team player.

  • Must have excellent customer service skills with outstanding follow-up.

  • Strong interpersonal, verbal and writing skills.

  • Must have exceptional proficiency in composing written communications, expert proofreading, and editing skills.

  • Advanced proficiency with Microsoft 365 using all Microsoft tools (Outlook, Word, Excel, PowerPoint, SharePoint Online, MS Teams)

  • Ability to coordinate complex meetings, including offsite meetings, with internal and external  attendees and video conferencing (using various virtual meeting platforms). May include taking notes and recording minutes.

  • Knowledge of standard office equipment. Intermediate math and analytical skills.

MINIMUM QUALIFICATIONS

  • High School diploma or equivalent

  • Five (5) years of advanced administrative support experience in a corporate type setting.

PREFERRED QUALIFICATIONS

  • Additional related education and/or C-Suite experience preferred

EEO Statement:

EEO/Female/Minority/Disability/Veterans

Our organization supports a drug-free work environment.

Privacy Policy:

Privacy Policy