Administrative Assistant I

Overview

Administrative Assistant | Hybrid

 

Datavant is a rapidly growing healthcare technology company with a mission to connect the world’s health data. By eliminating data silos in the healthcare industry, we aim to unlock opportunities to accelerate clinical data exchange, medical research, and help organizations design better ways to facilitate access, affordability, and quality of care leading to better patient outcomes.

By joining Datavant today, you’re stepping onto a highly collaborative, fully remote team that is passionate about creating transformative change in healthcare. We look for people who are smart, nice and get things done. We invest in our people and believe in hiring for high-potential and humble individuals who can rapidly grow their responsibilities as the company scales. Datavant is a distributed, remote-first team (no office locations) and we empower Datavanters to shape their working environment in a way that suits their needs -- learn more here! We are fully remote and distributed across the country with colleagues in all US, Canadian, and UK time zones. 

In this administrative assistant role you will bring strategic thought to your partnership with our senior leadership team by giving support, leverage, and peace of mind to them and other executives. You can and will grow as our team expands and executive needs become more complex, including the management of strategic projects and key organizational initiatives.

 

 

Responsibilities

Essential Duties and Responsibilities: 

• • Deliver reliable, professional administrative support for 5 senior level executives as follows:
  • Manage calendars to include meetings and travel bookings
  • Reconcile expense reports and support with vendor management in Coupa 
  • Planning, communication and event logistics for in-person team offsites
  • Vendor Management including set up and ensuring accounts are reconciled in a timely manner
  • Facilitate internal company celebration events, ensuring accomplishments and employee milestones are recognized
  • Handle highly-confidential and/or sensitive information with discretion and tact
  • Develop comprehensive plans for team offsite events including logistics, timelines and managing budgets. 
  • Own and manage the calendar for critical meetings and bonding events, ensuring they occur with proper preparation and smooth logistics 
  • Ensure seamless on-site execution, managing staff, vendors, and participant communication.
  • Enable team to scale by ensuring no critical documents or processes fall through the cracks, including:
  • Bring a mindset for process improvement to all things, suggest more efficient ways to conduct core executive operations

  This role does not:

  • Support executives outside of professional requirements (no personal support)
  • Report to the senior leadership executives. You will report to the Executive Assistant Manager and work closely with the Executive Assistant and Admin Assistant team.

 

 

Qualifications

What You Will Bring to the Table:

• At least 3+ years prior experience in an administrative assistant role supporting SVPs and higher level Execs is highly valuable, especially if some of that experience is at larger companies (2,000+ employees) 
• World-class attention to detail: names are spelled correctly, time-zones are accurate, you proofread all your work by default.
• Professional and helpful: you are accessible yet appropriately distanced, you offer help proactively when needs arise without aggressively inserting yourself. You feel comfortable knowing when to make decisions without all the necessary input (“ask for forgiveness rather than permission”), and when to wait or escalate,
• Extremely well organized: you have a system to track key activities, you predict future needs and preempt them, you proactively follow up on all open items, no tasks fall through the cracks
• Fast response time, especially to requests from your Executives and when coordinating meetings with external parties
• Generally answer all direct Executive needs/questions within 4 hours between 8am and 6pm EST on work days
• Some responsiveness over evenings/weekends is expected (don’t ‘go dark’ from Friday 5pm to Monday 8am)
• On occasion, long hours, weekend work, and on-call support may be needed. Ideally these needs are seen in advance and can be discussed.
• Follow up with external parties regarding coordination/scheduling should happen within 12 hours (OK if meeting arrangement is not finalized, but must acknowledge request and start conversation same day)
• You understand and respect confidentiality
• Ability to