Sr. Executive Administrative Assistant

Company Overview:
OPKO Health is a multi-national and diversified life science corporation that owns and operates a set of businesses offering biopharmaceutical, genetic testing, laboratory diagnostics, medical device, contract manufacturing, animal, supplement and nutritional health products and services in 60 plus countries with 5,000 employees.

External Description:
Summary

 

The Senior Executive Assistant reports directly to and works under the direct supervision of the Chairman & CEO, providing secretarial, organizational and administrative support to relieve the executive of routine and non-routine administrative work by performing the following duties:

 

Essential Duties and Responsibilities

 

Answers and screens telephone calls to the executive’s office. Handles all calls that do not require executive involvement. Makes calls on behalf of the executive and must become knowledgeable of frequent and important callers. Retrieves voicemail messages. Arranges conference calls and virtual meetings as required.

 

Coordinates the executive’s schedule, makes business and personal appointments, coordinates and schedules meetings, greets scheduled visitors, prepares agendas, reserves and prepares meeting facilities and any supporting services required.

 

Coordinates domestic and international travel for executive on private aircraft. Reviews travel itinerary with pilot to determine departure times, arrival airport, ground transportation arrangements and hotel accommodations when necessary. Sets up meetings as required.

 

Reviews and evaluates incoming communications (e-mails and delivered hardcopy mail), identifying those items requiring priority attention, approvals or other actions. Locates and attaches appropriate file to correspondence to be answered by executives. Follows up on action items and responds back on behalf of executive.

 

Manages processing of invoices/contracts/agreement by Legal and Finance departments, updating executive on status of these documents. Prepares expense reports and reconciles corporate credit card expenditures.

 

Composes and prepares correspondence and email messages. Monitors email of executive, handling outside requests for scheduling and information, as appropriate, without executive involvement. Takes dictation and transcribes as needed.

 

Organizes and maintains file system and files correspondences and other records.

 

Makes copies of correspondences or other printed materials.

 

Orders and maintains supplies and arranges for equipment maintenance.

 

Other duties may be assigned, as necessary.

 

Competencies

 

To perform the job successfully, an individual should demonstrate the following competencies:

 

Design

 

Demonstrates attention to detail. Extensive experience in administrative support to senior-level management.

 

Problem Solving

 

Identifies and resolves problems in a timely manner. Gathers and analyzes information accurately, completely, and efficiently. Develops alternative solutions. Works well independently and in group problem solving situations. Highly organized and analytical and able to manage and complete multiple tasks and assignments.

 

Interpersonal Skills

 

Maintains confidentiality. Listens to others without interrupting, promotes positive working environment, liaises well with all others in the Company.

 

Oral Communication

 

Speaks clearly and persuasively in positive or negative situations. Listens and gets clarification.  Responds well to questions and feedback.

 

Written Communication

 

Writes clearly and informatively. Evaluates and edits work for spelling and grammar. Able to read and interpret written information.

 

Ethics

 

Treats people with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.

 

Organizational Support

 

Follows policies and procedures. Completes administrative tasks correctly and on time. Supports organization's goals and values. Benefits organization through outside activities. Supports affirmative action and respects diversity.

 

Planning / Organizing

 

Prioritizes and plans work activities. Uses time efficiently. Plans for additional resources if required. Keeps executive informed and updated on projects.

 

Professionalism

 

Presents self as an emissary to the executive and maintains a high level of professionalism at all times. Approaches others in a tactful manner. Reacts well under pressure. Treats others with respect and consideration regardless of their status or position. Accepts responsibility for own actions. Follows through on commitments.

 

Quality

 

Demonstrates accuracy and thoroughness. Monitors own work to ensure quality.

 

Attendance / Punctuality

 

Is consistently at work and on time. Ensures work responsibilities are covered when absent.

 

Dependability

 

Follows instructions and responds to management direction. Takes responsibility for own actions. Keeps commitments. Commits to long hours of work when necessary to reach goals (works until job is complete). Completes tasks on time or notifies appropriate person with an alternate plan.

 

Qualifications

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Education and/or Experience

 

Bachelor's degree (B. A.) from four-year college or university; or four years related experience and/or training; or equivalent combination of education and experience. Some training or previous experience in the healthcare field is desirable.

 

Language Skills

 

Ability to read, proofread and interpret documents such as business correspondence and basic legal contracts. Ability to write routine correspondence. Ability to speak effectively and interact comfortably with visitors and employees of organization.

Reasoning Ability

 

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

 

Computer Skills

 

To perform this job successfully, an individual should have some knowledge of Internet software, advanced skills with Word Processing, Spreadsheet and Presentation software.

 

 

Other Skills and Abilities

 

Excellent verbal and written skills required.

 

 

Other Qualifications

 

Interacts with the Financial Controller and staff relating to the executive’s personal finances. Includes privy to personal financial documents (banking statements, credit card statements, stock certificates, etc.) and must maintain a high level of confidentiality and discretion. Coordinates out-of-hour engagements with the executive and / or executive’s wife. Must be flexible to perform non-routine tasks such as personal errands. Coordinates daily senior management luncheon by obtaining the daily menu from the cafeteria, obtaining the meal selections from the senior management team and overseeing the setup of the lunches.

 

 

Work Environment

 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The noise level in the work environment is usually a quiet office environment.

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