Administrative Assistant 3
1 week ago
Position- Executive Assistant| 3637-1
Location - Lake Zurich Illinois 60047
Duration- 4+ months
Shift Timings- Monday-Friday, 8am-4pm
POSITION SUMMARY
Provides comprehensive administrative support to the Sr Vice President (Infusion Therapy), the PN/ITS Sales Leadership and Team, the Marketing teams for PN & ITS. The Executive Assistant's responsibilities include, but are not limited to, composition and distribution of critical communication materials, coordination of meetings, and management of the Sr VP's daily schedule. Interfaces regularly with executives both internal and external to the organization.
PRINCIPAL ACTIVITIES PERFORMED BY THE INCUMBENT.
- Generate and distribute important, and at times confidential documents (memoranda, reports, meeting minutes, general correspondence) on behalf of the Executive with minimal direction.
- Coordinate all details surrounding meetings (room, equipment, catering, etc.).
- Plan and execute team events.
- Create, develop, and manage meeting materials that may include creating complex presentations, charts and spreadsheets.
- Ensure security, integrity and confidentiality of data.
- Manage the Executive's appointment schedules by planning and scheduling meetings, conferences, special events, teleconferences, and travel.
- Communicate calendar changes to those affected in a timely manner.
- Remain current regarding executive's priorities on a daily basis.
- Complete travel and expense reports and reconcile monthly travel card statement as necessary.
- Communicate with managers and employees on executive's behalf.
- Screen and direct all telephone calls and visitors.
- Generate, maintain, and monitor the central filing system (electronic and paper filing systems).
- Assist the department as needed with a variety of areas to include, but not limited to, administration, meeting coordination, and departmental internal communication.
- Ability to work flexible hours and weekends to meet business/customer needs.
- Participates in any and all reasonable work activities as assigned by management.
REQUIREMENTS
- High school diploma or equivalent plus 5 years' experience in a professional, administrative support role, supporting executive management.
- Associates degree preferred.
- Advanced computer skills (proficient using MS Windows, Word, Excel, Outlook, PowerPoint, Office 365, Internet).
- Excellent communication, interpersonal, and customer service skills.
- Apply advanced skills to resolve complex problems independently which may require modifying processes to resolve situations.
- Proven track record including roles of increasing responsibility.
- Effective problem-solving skills and demonstrated use of sound judgment.
- Advanced calendar management, and organizational skills.
- Excellent interpersonal and communication skills (written and verbal).
- Strong adaptability, flexibility, initiative and resourcefulness.
- Ability to exercise independent judgment and decisions.
- Demonstrated ability to maintain a high level of professionalism and confidentiality.
- Demonstrated ability to prioritize and execute tasks in a dynamic environment.
- Ability to work independently, as well as part of a team, and handle multiple priorities with the flexibility to adjust to changing priorities and schedules.
- Ability to maintain complete confidentiality and discretion in business relationships and exercise sound business judgment.
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