Executive Assistant CMCO

SUMMARY

The Executive Assistant (“EA”) provides superior broad-scale administrative support to the Vice President, Chief Marketing and Communications Officer (“CMO”). In addition, support will be provided to two leaders overseeing and coordinating the day-to-day marketing & communications department activities. The EA serves as the principal point of administrative contact and liaison with internal and external constituencies. Work is performed under indirect supervision and requires a high level of independence.

ROLE  RESPONSIBILITIES

•     Proactively manages an extremely active calendar of appointments, ensuring the leadership team’s schedule is followed and respected; planning and scheduling meetings, including video and teleconference calls.
•     Coordinates all meeting logistics such as conference room reservations, catering orders, preparing agendas, meeting materials, and assists with the creation of presentation materials.
•     Assists during meetings by setting up audio/visual, taking minutes, and documenting action items that require follow-up. 
•     Works closely and effectively with the CMO and the two leaders to keep them well informed of upcoming commitments and responsibilities, following up appropriately. 
•     Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
•     Creates and modifies documents in Word, PowerPoint, and Excel, Smartsheet and Google documents.
•     Edits/adds new intranet and website content and materials.
•     Oversees and/or arranges special projects and events such as retreats, luncheons/dinners, conferences, and presentations. 
•     Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures in a fast-paced environment.  
•     Manages all department vendor and sponsorship contracts, Statements of Work (SOWs) and invoice/financial processing processes with legal, supply chain, finance and accounts payable. Performs appropriate procurement processing activities including setting up new vendors with accounts payable and securing Purchase Orders (POs) with supply chain. Maintains vendor expense and budget vs. actual management spreadsheet.
•     Supports Marcom analytics and results reporting. Compiles, synthesizes and packages reports and monthly/quarterly/annual performance metrics and digital analytics.
•     Handles all department specific operational requirements, including supporting recruiting and team member onboarding/offboarding processes and materials.
•     Scans media releases/consent forms and saves them to the folder/Digital Asset Management system where the photos they accompany are saved.
•     Coordinates travel arrangements and prepares itineraries.
•     Completes various projects and ad hoc duties and requests as assigned.

 

EDUCATION  and/or EXPERIENCE  REQUIRED

Bachelor’s degree is required (preferably in related field such as marketing or communications) with a minimum of three years' experience directly supporting and working with C-suite level executives (preferably in a healthcare setting).

 

KNOWLEDGE, SKILLS AND ABILITIES  REQUIRED

KNOWLEDGE:
•     Advanced level expertise of Microsoft Office suite. SharePoint and other collaboration and project management platform experience desired.

SKILLS:       
•     Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
•     Very strong interpersonal skills and the ability to build relationships with stakeholders, including executives, senior leaders, physicians, clinicians, board members and external partners.
•     Expert level written and verbal communication skills.

ABILITIES:
•     Demonstrated proactive approaches to problem-solving with strong critical thinking and decision-making capability.
•     Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
•     Highly resourceful team-player, with the ability to also be extremely effective independently.
•     Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
•     Forward-looking thinker, who actively seeks opportunities and proposes solutions.
•     Positive, proactive attitude; Pu