Executive Assistant
3 weeks ago
The people who work at the American Cancer Society focus their diverse talents on our lifesaving mission. It is a calling. And the people who answer it are fulfilled.
Provides advanced, diverse, confidential, and specific executive level administrative support to the SVP, Corporate Partnerships. Coordinates activities and develops strong working relationships with other departments, team leads, divisions, volunteers, and board members to ensure the team runs efficiently. Serves as a liaison with others inside and outside the organization on administrative matters. Responsibilities include but are not limited to records management, travel & T&E management, meeting management, general document preparation, calendar management, general correspondence and reporting, and special projects.
This is a remote position in the SoCal market.
MAJOR RESPONSIBILITIES
- Conserves SVP, Corporate Partnerships time by overseeing all administrative needs. On occasion, will attend meetings in executives absence and will take appropriate notes and action items.
- Provides travel management support for SVP Corporate Partnerships through Concur (including serving as "travel arranger" for internal and external constituents - a.k.a. "Guest Traveler") workings with Corporate Center Travel when required. Research optimal travel options, prepares travel documents, itineraries, and driving directions for ground travel. Resolves travel and expense issues, and champions nationwide meeting and travel policies and procedures.
- Provides T&E management by validating and submitting T&E, coding Pcard transactions in a timely manner, and troubleshooting transactions, coding, submissions, and/or payment issues.
- Ensures adherence to Travel and Expense and PCard policies procedures as content expert.
- Manages and approves expense reporting for the leader's direct reports.
- Ensures department e-time submissions are completed, reviewed and approved by the deadline ensuring adherence to eTime policy and procedures. Liaisons with People Team Payroll team as needed to resolve any issues.
- Executes SVP, Corporate Partnerships communications as needed including but not limited too - thank you messages, follow up letters, team tracking/measurement and other correspondence in a prompt and efficient manner.
- Prepares reports by collecting and analyzing information as needed.
- Oversees email management by monitoring leadership email and responds, follows-up, or delegates as directed or appropriate.
- Coordinates internal and external related meetings by ensuring all resources are prepared for meetings (venue/room, AV, presenters, materials, catering, Teams, conference call, etc.).
- Captures and distributes meeting minutes.
- Serves as point of contact pre-meeting and onsite the day of meeting. Works with Corporate Center Travel department as needed.
- Manages long and short-term calendars for scheduling meetings, conferences, & teleconferences and coordinating schedules with meeting participants with the ability to represent the SVP Corporate Partnerships to a wide variety of high-profile external contacts.
- Prepares the leader for meetings and speaking engagements, conducts general research as needed, maintains and provides executive bio/headshot, profile and CV.
- Prepares content and develops documents for use by the leader at various engagements, Board meetings and other internal/external meetings.
- Acts as liaison for leadership with other ACS departments, including Executive Leadership and external constituents.
- Oversees special projects as assigned and participates on project teams as needed.
- Manages special departmental events such as holiday gatherings, ACS event teams, etc.
- Ensures the leader receives standard reports. Pulls and reviews reports as needed and follows up on data quality or content concerns; compiles and summarizes data to meet specific needs.
- Manages department specific data (i.e., PTO tracking, contact, etc.).
- Coordinates supply management with other staff assistants. Monitors and maintains inventory and replenishes as needed through SocietyMart. Maintains accurate receipt of orders and billing.
- Coordinates the receipt and distribution of letters, bulk packages, and correspondence.
- Provide People Team support assisting the onboarding of new employees, set-up of new equipment and collection of assets when employee leaves.
- Provides general office operations support in partnership with Facilities.
- Processes office related expenses and invoices.
- POC for meetings and trainings being held at office locations (beverages, food, preparing room, and gathering supplies).
- Maintains office records by scanning, filing, and managing electronic and hard copy files, adhering to Records Management policies and procedures.
FORMAL KNOWLEDGE
Bachelor's degree or a combination of education and work experience.
5+ years progressive experience supporting an executive, non-profit experience preferred.
COMPETENCIES/SKILLS
- Excellent written and verbal communication, presentation, and interpersonal skills.
- Excellent computer skills; strong word processing, database management and spreadsheet skills.
- Knowledge of organizational structure and the transformation initiative.
- Ability to make administrative decisions and judgments on sensitive, confidential issues.
- Ability to respond to changing circumstances and priorities in a focused and timely manner.
- Ability to interpret, adapt and apply guidelines and procedures.
- Able to work successfully in a diverse team environment.
- Able to cultivate relationships in a diverse population of community leaders and volunteers.
- Demonstrated ability in handling multiple priorities, project management, and meeting coordination.
SPECIAL MENTAL OR PHYSICAL DEMANDS
Limited travel, including evening and weekend work required.
Ability to lift 30lbs.
The starting rate is $28 to $42 per hour. The final candidate's relevant experience/skills will be considered before an offer is extended. Actual starting pay will vary based on non-discriminatory factors including, but not limited to, geographic location, experience, skills, specialty, and education.
The American Cancer Society has adopted a vaccination policy that requires all staff, regardless of position or work location, to be fully vaccinated against COVID-19 (except where prohibited by state law).
ACS provides staff a generous paid time off policy; medical, dental, retirement benefits, wellness programs, and professional development programs to enhance staff skills. Further details on our benefits can be found on our careers site at: jobs.cancer.org/benefits. We are a proud equal opportunity employer.
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