Senior Executive Assistant

Senior Executive Assistant 

This role provides executive administrative support to several senior Executives within the leadership team of the Health Division.  Responsible for advanced administrative and project management support requiring excellent judgment, time management, and discretion.  

Requires extensive knowledge of organization operations, procedures and personnel working within company guidelines and strong working knowledge of Microsoft office suite and enterprise systems.  

Location: Philadelphia, PA or New York City, NY with pre-agreed upon flexibility to work remotely part time. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Manages calendar and email requests to ensure timely attention and responses with appropriate urgency based on an understanding of priorities. Professionally responds to requests for meetings, as appropriate, using discretion and judgment, processes requests, takes messages, and delegates to appropriate party in a timely and effective manner to maintain a high level of productivity and confidentiality. 

• Manages all logistics and prepares agendas for internal and external meetings, partnering with staff and vendors for onsite meetings for smooth end-to-end execution.  Obtains quality and timely briefing materials as needed, including research and intelligence; demonstrates knowledge of underlying issues and objectives, as applicable. Ensures that Executives receive all materials prior to meetings to facilitate efficient review and use of Division Executives’ time. Manages schedule to allow for sufficient time to read, analyze, and respond to short and long-term strategic work.  May also include research and analysis related to meeting preparation. 

• Assists in special projects and supports coordination of PowerPoint presentations for strategy/market segments and mergers and acquisitions and other leader presentations including internal communications, Monthly Division and annual Strategy meetings and other corporate meetings and events 

• Supports other Executive direct reports in their initiatives, as needed and requested including attendance at regular team meetings and helping with adherence to deadlines; helps to on-board new employees, as required. 

• Manages all travel arrangements and ground logistics for the Division Executives with a focus on balancing travel dates with the need for cost-efficient and seamless travel within appropriate corporate guidelines. 

• Prepares and processes employee recognition awards, monthly expense reports, and regular time off tracking for Division Executives and reviews and supports related administration tied to direct reports 

• Manages all outside vendor set up, billing, codes for payment, and ensures proper systems processing and adherence to budget. 

• Maintains paper and electronic files for Division Executives; complies with records retention policies and organizes files such that records can be retrieved efficiently. 

• Provides back up support for the Executive Assistant to the CEO of the Health Division including assistance with on-site meetings, as well as mutual coverage for each other during peak times or vacations. 

Other Duties 

• Performs other duties as assigned 

Job Qualifications 

Education: 

• High School