Executive Assistant

7 days ago

Philadelphia, Pennsylvania, United States Always Best Care Senior Service Full time

Summary/ Objective

The Executive Assistant supports Always Best Care's Owner & executive-level leadership with dedicated executive administration and support of scheduling, travel plan and departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with senior-level personnel, directors, and external collaborators and contacts to assist with departmental objectives.  This role reports directly to the Owner.

Essential Duties/ Responsibilities

  • Provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
  • Act as representative of executive leadership regarding internal and external relations and correspondences and screening communications.
  • Coordination of meetings, creating PowerPoint presentations, coordinating monthly reporting, use of Excel spreadsheets and ordering equipment, etc.
  • Arrange on- and off-site meetings, events, appointments & travel for departmental leadership with supporting materials as needed.
    • Access to reliable, independent means of transportation for intermittent inter-office use including a valid driver's license, vehicle registration, and car insurance limits adhering to the limits established in the personnel policies.
      • Ensure that executive leadership is informed of priorities, deadlines and challenges.
      • Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval.
      • Arrange teleconferences, domestically and/or internationally.
      • Independently perform special projects that require a combined knowledge of administrative needs and technical operations.
      • Complete accurate and detailed leadership department expense reporting and other departmental reports.
      • Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.
      • Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.
      • Track internal and external contacts and maintain contact database.
      • Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
      • Maintain confidentiality in all aspects of team and company information.
      • Operate independently with minimal supervision.
      • Provide back-up administrative support to other departments as necessary.
      • Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).
      • Maintains confidentiality with respect to clients, personnel and agency matters, adhering to HIPAA regulations.
      • Relates to clients, the public and staff in a positive manner, maintaining a professional standard of conduct.
      • Abides by agency policies & procedures.
      • Participates in staff meetings, in-service training and the Organization Performance Improvement program, as appropriate.
      • Other duties as required.

Qualifications

  • 5+ years of experience supporting administrative functions at the executive level
  • Experience in multi-function office operations.  
  • Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds. Health care terminology helpful.
  • Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook.
  • Exhibit behaviors of follow-through, friendly demeanor, unbiased, honest, assertive, tactful, and patient.
  • Obtains and retains a clear criminal history report, Childline, FBI, OIG, Medicheck EPLS/SAM and any additional required regulatory clearances.
    • Experience in a life sciences company (biotech, pharma, diagnostics or medical device)
    • Ability to thrive in a fast-paced environment and operate with a high sense of urgency
    • Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
    • Ability to observe strict confidentiality in all aspects of services provided
    • Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients
    • Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through
    • Proven ability to work independently
    • Project management skills
    • Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent initiatives and maintaining one's own workflow
    • Demonstrated ability to meet project deadlines
    • Ability to effectively exercise discretion and judgment in handling confidential/proprietary information
    • Capacity to anticipate needs, resourcefulness and responsiveness are essential
    • Ability to consistently strive for excellence and exercise good judgment.
    • Dependability, dedication, resourcefulness, and independence
    • Understanding of HIPAA and importance of privacy of patient data
    • Ability to work well under pressure while maintaining a professional demeanor

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This is largely a sedentary role; however some filing is required. This would require the ability to lift/ carry up to 15lbs frequently, open filing cabinets, bending and standing as necessary.

Work Environment

This job operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

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