Executive Assistant

Intello Consulting is working with a Medical Company helping them in the search for an Executive Assistant. Please below for details on the role and responsibilities.

Position: Executive Assistant

Duration: Full Time (Salary Benefits)

Department Strategic Plan

Location: Boston MA

Must Have

Minimum of Three (3) years of experience as an Executive Assistant supporting CSuite executives demonstrating progressively more responsible with a high proficiency using Microsoft office applications (Word Excel Access and PowerPoint)

Prior experience managing a calendar

Project management experience

Nice to have

18 years professional work experience with project management data management policy

research nonprofit fundraising or related experience highly preferred

Job Description:

Provides highly skilled administrative support to a Vice President Medical Chair or Chief Physician

and his/her staff. General administrative support includes drafting correspondence preparing

presentations reports press releases managing organisational contacts attending meetings

preparing and distributing minutes sorting mail and ordering supplies Assists with research

grant application tracking grant reporting and performing web research on federal research

funding trends. Identifies articles and opportunities of interest to the department by reviewing

websites and printed media. Acts as the first point of contact for the office and triages calls

from other departments donors the media other scientists politicians advocacy partners and

sometimes opposition groups. Schedules meetings makes travel arrangements and processes

travel reimbursements in a timely manner.

Essential Responsibilities/Duties

Provides executive administrative support to a Department Chair Executive Director or Vice

President and other department senior leaders including but not limited to scheduling appointments

scheduling meetings taking meeting notes following up on meetinggenerated tasks

preparing documents and slides using PowerPoint Excel and Microsoft word. Composes high

level correspondence and memoranda independently and with professional quality. Edits and

proof reads all Written materials and verifies the validity of data and documents contained in all

reports prior to submission Analyses categories priorities and distributes mail. May initiate

responses for Chiefs review and/or complete and send out responses on his/her behalf as per

established protocols. Maintains Chiefs calendar uptodate coordinates vacation schedules

meetings and appointments with particular attention to preventing scheduling conflicts. Makes registration and travel arrangements makes hotel reservations provides Written itineraries for

all travel plans Schedules meetings tracks responses coordinates audiovisual and technology

requirements orders catering services etc as needed Prepares information packages for

meetings and distributes Takes and prepares minutes of meetings as required Ensures that

minutes and other written documents are accurate and professional follows up with managers

to ensure adherence to protect and tasks deadlines Manages invoices and accounts payable

for the department Manages subscriptions Assists with monitoring departmental budget and

account. balances Monitors and maintains inventory of office supplies and equipment Purchases

supplies as needed and stays Within established budget Keeps office equipment in working order

and contacts IT or service provider as necessary for repairs or replacements Evaluates develops

and revises administrative systems in order to improve efficiency Handles telephone calls in a

professional courteous speaking manner determines nature of all calls and initiates appropriate

disposition Creates reports spreadsheets charts presentations or other correspondence

requested Performs office related duties such as maintaining departmental files manuals and

records picking up mail categorizing and delivering mail stotinka and distributing office supplies

handling faxes scanning filing photocopy ink collating materials maintain ink the update of