Executive Assistant

3 weeks ago

Wilmington, United States Ametros Financial Corporation Full time
Ametros is changing the way individuals navigate healthcare by providing them with the tools and support necessary to make educated decisions on how to spend their medical funds. Ametros'? team works closely with patients, insurers, employers, attorneys, brokers, medical providers, and Medicare to create a seamless experience for our clients. Our flagship product is revolutionizing the way funds from insurance claim settlements are administered after settlement. Ametros continues to innovate, bringing new solutions to the market with the goal of simplifying healthcare for our clients. We make managing medical funds safe, effortless, and cost effective for everyone.

We are seeking an Executive Assistant for Ametros' C-suite executives to provide comprehensive administrative support, including but not limited to; email and calendar management, travel arrangements and various office projects. The ideal candidate will be organized, proactive, and capable of handling a wide range of tasks to ensure the smooth operation of the executive office.

PRIMARY RESPONSIBILITIES:
  • Monitor, track and organize emails to ensure timely response
  • Maintain executive calendars, scheduling internal and external meetings
  • Coordinate reoccurring meetings, including All Hands Prep, All Hand Deck Review, ELT Meetings, Bi-Weekly Action Meetings, 1:1s, and Monthly Ametros Call
  • Prepare meeting agendas and distribute meeting notes
  • Assist the Culture Committee in planning, supplies procurement, invitations, and execution of company events
  • Coordinate logistics for Board Meetings, including food orders and reservations
  • Book conference spaces and arrange food for offsite client meetings
  • Manage incoming mail by opening, sorting, and scanning to relevant parties
  • Maintain the outgoing mail inbox by printing, labeling, adding postage, and sending mail
  • Handle travel arrangements, including booking hotels, flights, rental cars, car services, trains, and ferries
  • Make meal reservations and handle restaurant reservations for employees and clients
  • Provide lunch individually or for in-office events as needed
  • Oversee office-related projects, order kitchen supplies, coffee, snacks, and beverages as needed
  • Track and document all credit card charges related to supplies, meals, and gifts with the finance department
  • Assist with culture committee meetings, time-off requests, and quarterly business reviews

Requirements

  • Proven experience as an executive assistant or in a similar role.
  • Exceptional organizational and multitasking skills.
  • Strong communication and interpersonal abilities.
  • Proficiency in MS Office Suite and email management tools.
  • Ability to handle confidential information with discretion.
  • Flexibility and adaptability to changing priorities.
  • A proactive and self-motivated approach to work.
  • Bachelor's degree or equivalent experience preferred

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