Duration: 3 years
Job Description
The Executive Assistant provides executive level support to two members of the Sustainability Team--the Medical Director of Sustainability and the Senior Director of Support Services--and supports the administrative functions of the Sustainability Team. The Executive Assistant will manage complex schedules, schedule and coordinate meetings, and take detailed notes to capture action items and discussions. They will manage travel arrangements, assist with tracking and processing invoices, and ensure projects remain organized and on schedule. Additional responsibilities include supporting the preparation of reports for funders, assisting with research data collection, and maintaining accurate project documentation. This role requires strong attention to detail, excellent communication skills, and the ability to juggle multiple priorities in a fast-paced environment committed to advancing sustainability initiatives.
Essential Responsibilities / Duties
- Provides executive administrative support to the Medical Director of Sustainability and the Senior Director of Support Services, including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides using PowerPoint, Excel and Microsoft Word.
- Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.
- Maintains calendar so that it is up-to-date; coordinates vacation, schedules meetings and appointments with particular attention to preventing scheduling conflicts.
- Supports the preparation of reports for funders.
- Assists with research data collection and maintaining accurate project documentation
- Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.
- Schedules meetings, tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed. Prepares information packages for meetings and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.
- Follows up with collaborators to ensure adherence to project and tasks deadlines.
- Manages invoices and accounts payable for the department. Manages subscriptions. Assists with monitoring departmental budget and account balances.
- Evaluates, develops and revises administrative systems in order to improve efficiency.
- Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.
- Creates reports, spreadsheets, charts, presentations or other correspondence requested.
- Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
- Acts as a liaison with external collaborators to ensure efficient communications.
- Conducts online and other types of research 16) Performs other duties as assigned or as necessary.
EDUCATION:
- Bachelors Degree in related field is required or a combination of additional experience and training will be considered.
EXPERIENCE:
- Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
- 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.
KNOWLEDGE AND SKILLS:
- Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
- Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
- Excellent written and verbal communication skills.
- Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
- High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
