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Executive Associate III

3 months ago

Philadelphia, United States MetaSense Inc Full time
Job DescriptionJob Description

Duties:
CANDIDATE WILL NEED TO BE ONSITE AT LEAST ONCE A WEEK. LOCAL CANDIDATES ONLY. PLEASE ONLY SUBMIT SEASONED CANDIDATES WITH EXECUTIVE LEVEL EXPERIENCE. POSITION IS TEMP ONLY.


Job Summary:
Provides advanced administrative/secretarial support for SVP/EVP/Department Chair level roles. Coordinate internal and external communications, projects and meetings. Maintain the executive\'s schedule. Prepares documents/reports. Obtain and organize information for use in conferences, speeches, and reports as requested by the Executive. Leader in the administrative profession. Proactively manages executive level communications internal and external to the organization. Uses discretion when handling sensitive personnel or business information. Supports large projects/initiatives that impact the business on a domestic or international scale (as applicable).

Job Responsibilities:
• General Administrative Functions
Maintain schedules/calendars for the SVP/EVP/Department Chair level role(s). Includes coordination of travel for the said executive role(s), multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping AVP from running behind on daily appointments and responsibilities. Plan meetings including securing rooms, and occasionally ordering food, etc. Create and provide materials as necessary for agenda. Provide support in preparing presentations and documents required by Executive and staff.
• Coordinate Expenses Report
Complete expense reports for SVP/EVP/Department Chair level role(s) travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.
• Responsibilities for Phone, Mail etc.
Perform general administrative support duties for the SVP/EVP/Department Chair level role(s). Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving. • Other Duties As Required • Assist SVP/EVP/Department Chair level role(s) in overall department management


Skills:
Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office)
Excellent phone etiquette and interpersonal/communication skills
Excellent analytic skills
Ability to adapt to progressive increase in responsibility
Ability to handle confidential materials
Ability to handle multiple tasks and to prioritize
Ability to negotiate or mediate difficult situations with tact and diplomacy
Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment
Ability to function as part of a team to meet the general needs of the organization
Understanding of all key business areas
Provides critical thinking and complex problem solving Required Strategic planning and ability to lead projects while working autonomously


Education:
High School Diploma/GED - Required
Bachelor’s Degree – Preferred


Required Experience:
At least five years related experience
At least five years previous experience supporting executives

There will be complex calendaring, c-suite level meetings and doing expense reports etc.