Executive Assistant
Share
Job Location:
Monthly Salary:
Posted on:
2 days ago
Vacancies:
1 Vacancy
Job Summary
PRINCIPLE CHOICE SOLUTIONS
Executive Assistant
Executive Assistant
POSITION PURPOSE
The Executive Assistant to the Vice President is a strategic partner and trusted advisor providing high-level executive and administrative support to maximize the VPs effectiveness and productivity. This role anticipates needs optimizes workflows and acts as a liaison to internal and external stakeholders including board members and senior leadership. The Executive Assistant is proactive adaptable and committed to continuous improvement confidentiality and professionalism.
ORGANIZATION
This position reports to the Vice President
ESSENTIAL FUNCTIONS
Executive Support
- Manage and prioritize the VPs calendar appointments meetings and travel arrangements.
- Serve as gatekeeper ensuring the VPs time is used effectively and that priorities are met.
- Draft edit and proofread correspondence presentations and reports on behalf of the VP.
- Proactively monitor and manage the VPs inbox responding or delegating as appropriate.
- Represent the VP in meetings taking notes tracking action items and following up as needed.
- Prepare materials for board and leadership meetings including agendas minutes and presentations.
- Coordinate special projects and events including logistics communications and deliverables.
Office & Operations Management
- Onsite in Omaha NE with some flexibility for remote/hybrid work.
- Assist the VP and office team in daily office operations including supply management equipment maintenance and vendor relationships.
- Assist the VP and office team in office safety and security policies coordinating with building management and internal teams.
- Support set-up of in-office meetings scheduling logistics and supplies needed to ensure the meeting is prepared to run smoothly as required.
Process Improvement & Technology
- Implement process improvements and workflow automation to enhance efficiency.
- Utilize project management tools (e.g. MS Planner MS To-do MS Teams) virtual meeting platforms (Zoom Teams)
- Maintain and update databases records and filing systems for historical reference and compliance.
- Support data-driven decision-making through reporting and analysis.
Stakeholder & Relationship Management
- Act as a liaison with internal departments external partners and board members.
- Foster a culture of professionalism confidentiality and inclusivity.
- Build effective working relationships across all levels of the organization
Other Duties
- Maintain strict confidentiality at all times.
- Complete projects as assigned and follow up on results.
- All other duties as assigned.
KNOWLEDGE & EXPERIENCE
- 5 years of executive assistant experience; preference given to prior C-suite executive support experience
- Preferred minimum of associates degree in business communications or related field; however preference will be given to experience.
- Managing multiple calendars including making appointments and prioritizing the most sensitive matters
- Providing administrative assistance such as writing and editing e-mails drafting memos and preparing communications on the executives behalf
- Experience booking travel and expense reporting
- Demonstrated ability to manage multiple priorities anticipate needs and act with discretion.
- Demonstrated strong written and verbal communication skills
- Reporting skills
- Supply management experience
- Experience utilizing scheduling organization time management and presentation skills all at the preference of the Executive
- Strong computer software skills; including Microsoft Office
- Ability to manage and coordinate office equipment maintenance
- Ability to establish and maintain effective working relationships with associates supervisors partners and the public in the performance of duties
- Ability to provide confidential support at all times
- Strong interpersonal and team-building abilities
- Ability to work in a self-directed fashion with minimal direction
- Must have a valid drivers license and reliable transportation
MACHINES & EQUIPMENT
The incumbent must be able to effectively operate the current computer system telephone system and other office machines such as a copier.
PHYSICAL REQUIREMENTS
Must be able to lift and carry up to 20 pounds. Must be able to talk listen and speak clearly on the telephone.
WORKING CONDITIONS
The incumbent works in an office environment that is not substantially exposed to adverse environmental conditions such as heat cold or extreme noise. Routine periods of being on the phone utilizing a headset sitting and data keying are required. Periodic times working at the office site may be required.
Security and privacy training will be provided as part of this role to protect the confidentiality integrity and availability of PCS associate and customer data.
The above statements are intended to describe the general nature of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities duties and skills required of personnel so classified.
Required Experience:
Senior IC
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
About Company
Our experience is in healthcare leadership and hospital operations in commercial and federal organizations. We improve processes and increase revenue potential.
