Corporate Executive Assistant

2 weeks ago

Deerfield Beach, Florida, United States FastTek Global Full time
Location: Deerfield, Illinois

Position Overview:
At FastTek Global, we are united by our mission to make a meaningful difference in the lives of individuals around the globe. Every role within our organization contributes to enhancing outcomes for countless patients.

Our innovative products and therapies are utilized in hospitals, clinics, and homes worldwide. With a legacy of over 85 years, we have been at the forefront of groundbreaking medical advancements that reshape the healthcare landscape.
Together, we foster an environment where success, happiness, and inspiration thrive, enabling you to perform at your best.


Your Responsibilities:

The Executive Assistant will deliver extensive executive support with utmost confidentiality, discretion, and sound judgment to the VP of Tax and other leaders within the Corporate Tax division.

In this capacity, you will offer comprehensive administrative assistance.

Team Dynamics:
The Executive Assistant serves as a trusted team member, providing administrative support while maintaining confidentiality. In addition to standard administrative tasks (such as correspondence, scheduling, and organizing video conferences), you will collaborate with colleagues across various levels of the organization, as well as with teams globally.
Key Duties Include:
  • Providing support to the VP of Tax, including travel arrangements, expense report submissions, calendar management, and organizing meetings and events.
  • Assisting with quarterly and annual tax documentation and mailings, processing check requests, and handling EFT/ACH transactions.
  • Supporting Corporate Tax teams on diverse projects and ensuring effective communication.
  • Managing the distribution of mail to relevant Corporate Tax personnel.
  • Preparing purchase orders and processing invoices.
  • Maintaining confidentiality and sensitivity regarding all matters.
  • Facilitating timely and accurate information flow.
  • Ensuring compliance with operational guidelines and maintaining organized files.
  • Planning and coordinating meetings to keep discussions focused.
  • Providing oversight for special projects and initiatives, collaborating with leadership to track progress towards objectives.
  • Possibly managing budget tracking and preparing correspondence and presentations.

Qualifications:

5+ years of professional experience, with a minimum of 2 years in an Executive Assistant or Coordinator role.
A high school diploma or equivalent is required; an associate's degree or professional certification is preferred.
Experience in managing executive travel, expense reporting, meeting organization, and calendar oversight is essential.
Exceptional critical thinking skills, sound business judgment, and the ability to handle sensitive information with integrity are crucial.
Results-oriented with a focus on supporting multiple initiatives effectively.
Ability to work independently and proactively address complex situations.
Detail-oriented and adaptable, with strong prioritization skills.
Commitment to accuracy and timeliness in all tasks.
Proficient in PowerPoint, Word, Excel, Outlook, and various digital communication platforms (including Zoom and WebEx).
Project management experience is a plus.

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