Sr. Executive Administrative Assistant

Company Overview

OPKO Health is a multi-national and diversified life science corporation that owns and operates a set of businesses offering biopharmaceutical, genetic testing, laboratory diagnostics, medical device, contract manufacturing, animal, supplement and nutritional health products and services in 60 plus countries with 5,000 employees.

External Description

Summary

 

The Senior Executive Assistant reports directly to and works under the direct supervision of the Chairman & CEO, providing secretarial, organizational and administrative support to relieve the executive of routine and non-routine administrative work by performing the following duties:

 

Essential Duties and Responsibilities

 

Answers and screens telephone calls to the executive’s office. Handles all calls that do not require executive involvement. Makes calls on behalf of the executive and must become knowledgeable of frequent and important callers. Retrieves voicemail messages. Arranges conference calls and virtual meetings as required.

 

Coordinates the executive’s schedule, makes business and personal appointments, coordinates and schedules meetings, greets scheduled visitors, prepares agendas, reserves and prepares meeting facilities and any supporting services required.

 

Coordinates domestic and international travel for executive on private aircraft. Reviews travel itinerary with pilot to determine departure times, arrival airport, ground transportation arrangements and hotel accommodations when necessary. Sets up meetings as required.

 

Reviews and evaluates incoming communications (e-mails and delivered hardcopy mail), identifying those items requiring priority attention, approvals or other actions. Locates and attaches appropriate file to correspondence to be answered by executives. Follows up on action items and responds back on behalf of executive.

 

Manages processing of invoices/contracts/agreement by Legal and Finance departments, updating executive on status of these documents. Prepares expense reports and reconciles corporate credit card expenditures.

 

Composes and prepares correspondence and email messages. Monitors email of executive, handling outside requests for scheduling and information, as appropriate, without executive involvement. Takes dictation and transcribes as needed.

 

Organizes and maintains file system and files correspondences and other records.

 

Makes copies of correspondences or other printed materials.

 

Orders and maintains supplies and arranges for equipment maintenance.

 

Other duties may be assigned, as necessary.

 

Competencies

 

To perform the job successfully, an individual should demonstrate the following competencies:

 

Design

 

Demonstrates attention to detail. Extensive experience in administrative support to senior-level management.

 

Problem Solving

 

Identifies and resolves problems in a timely manner. Gathers and analyzes information accurately, completely, and efficiently. Develops alternative solutions. Works well independently and in group problem solving situations. Highly organized and analytical and able to manage and complete multiple tasks and assignments.

 

Interpersonal Skills

 

Maintains confidentiality. Listens to others without interrupting, promotes positive working environment, liaises well with all others in the Company.

 

Oral Communication

 

Speaks clearly and persuasively in positive or negative situations. Listens and gets clarification.  Responds well to questions and feedback.

 

Written Communication

 

Writes clearly and informatively. Evaluates and edits work for spelling and grammar. Able to read and interpret written information.

 

Ethics

 

Treats people with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.

 

Organizational Support

 

Follows policies and procedures. Completes administrative tasks correctly and on time. Supports organization's goals and values. Benefits organization through outside activities. Supports affirmative action and respects diversity.

 

Planning / Organizing

 

Prioritizes and plans work activiti