Executive Assistant - Senior and Vice President Pool

Company :

Highmark Health

Job Description : 

JOB SUMMARY

This job is part of an executive administrative team. This job provides administrative support to more than one Vice President and/or Senior Vice President.  Incumbents will rely on experience and judgment to complete responsibilities, plan, accomplish goals and meet deadlines, and is required to be a consummate professional with a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency.  This job will have latitude in work project and requires a highly self-motivated with strong work ethic, diplomacy, political awareness, multi-tasking capabilities and the ability to execute their work by prioritizing tasks in a fast-paced environment.

ESSENTIAL RESPONSIBILITIES

• Communicate effectively both in person and virtually to all levels in the organization. Display effective communication skills while interacting and responding, both written and verbally, with internal and external entities on behalf of assigned management. Maintain a communication flow by receiving and distributing correspondence via mail services or on-line communication networks.
• Provide secretarial services support to assigned Executives (Vice President and above). Responsibilities include,  but are not limited to: (a) maintaining calendars for the Executive including scheduling meetings, making conference room reservations, meeting arrangements, and arranging audio/visual equipment as needed.  Prepare for meetings by creating, organizing, and distributing meeting materials; (b) performing typing, word processing, transcribing and proofreading activities concerning correspondence, memoranda, schedules, reports, presentation materials and statistical information;  (c)  using Microsoft products to create and revise files including but not limited to spreadsheets and executive presentations; (d) attending selected meetings in a non-participatory manner to take appropriate notes and conserve time while assuring familiarity with meeting developments; (e) Scheduling travel and managing the executive’s itinerary, and processing expenses for reimbursement; (f) compiling various information and performing minor calculations as required for departmental reports; (g) Maintain a communication flow by receiving and distributing correspondence via mail services or on-line communication networks; (h) Scheduling reservations, meeting arrangements, conference rooms and audio/visual equipment as needed; (i) Receiving visitors and telephone calls in a courteous and efficient manner and direct inquires to the appropriate staff based on an overall knowledge of departmental policies and procedures and/or (j) Maintaining hardcopy and on-line correspondence and administrative files.
• Serves as the point of contact for department organization by working with the Executive to schedule and organize team events, coordinate new employee onboarding, and ensure the team has access to necessary supplies.  Works with IT for technology and system requests as needed.
• Works closely and effectively with the executive to keep him/her well informed of upcoming commitments and responsibilities; following up appropriately.
• Review and prioritize information and inquiries received for the consideration of the Executives, make high-level contacts from both inside and outside the Organization, and address and answer inquiries and solicitations paying constant attention to formal clearance, procedural controls, and organizational sensitivity.
• Other duties as assigned or requested.

EDUCATION

Required

• High School / GED

Substitutions

• None

Preferred

• Associate's Degree OR
• Bachelor's Degree

EXPERIENCE

Required

• 5 years in a secretarial, administrative or executive assistant role

To Include

• 3 years with Microsoft Office, Outlook, Word, Excel, PowerPoint and Adobe Acrobat

Preferred

• None

LICENSES or CERTIFICATIONS

Required

• None

Preferred

• None

SKILLS

• Excellent typing, word processing and/or typing and proofreading skills as well as a working knowledge of PC word processing, spreadsheet and graphic applications
• Organizational Skills
• Possess the utmost of integrity in the discreet handling of confidential information
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