Executive Assistant

Position Summary:

Provides support and assistance to executives that ensures effective use of time and productive interactions with team members and the public. Handles a wide range of administrative and executive support-related tasks involving the clerical, administrative function, research, and providing guidance. Responsible for schedule, office, and company records management, as well as data review and information preparation. Handles confidential information and communications and requires a full comprehension of company's operation and procedures.

Job Description:

Primary Responsibilities

• Uses discretion and judgment and the knowledge of the organization to support and facilitate the executive's activities.
• Manages calendars around significant travel, client meetings and various demands. Works internally and externally to schedule initial and ongoing meetings; ascertains which events require executive's presence and delegates attendance to proxy as seen fit. Resolves numerous, varying calendar conflicts with little direction and consideration of executive's priorities; arranges meeting facilities and catering.
• Arranges travel through internal and external agents. Prepares itinerary, trips file and supplies. Prepares and submits monthly expense reports on executive's behalf.
• Assists in handling executive's communications, reads and prioritizes executive's e-mails, responds to or escalates inquiries on executive's behalf; arranges "callbacks" to protect executive's time and prepares back-up materials for callbacks. Facilitates communication between clients and team members; drafts correspondence, reports and presentations on executive's behalf.
• Helps guide projects for the executive; updates and tracks delegated tasks to ensure progress to deadlines. Takes initiative in executive's absence, keeps projects on schedule, checks deadlines on incoming requests and puts preliminary work in action.
• Maintains office administration for executive and associated departments; may assist in on-boarding activities of new team members and train administrative team members; updates, oversees, and maintains departmental files, including contact information and client files; prepares agendas for meetings, takes minutes during meetings, and sends summary with tasks after meetings.
• Performs other duties and special projects as assigned.

Qualifications

• Associate's degree or equivalent
• 3+ years of related experience or the knowledge, skills, and abilities to succeed in the role
• Ability to handle multiple schedules, facilitate travel, and complete expense reports
• Skilled at project coordination
• High attention to detail with the ability to multi-task and prioritize with confidence
• Firm skills with all Microsoft Office products especially with Outlook, Excel and PowerPoint
• Solid problem-solving abilities and resourcefulness
• Flexibility in handling tight deadlines
• Strong interpersonal and organization skills
• Ability to work well with all levels of internally, as well as outside clients and vendors

Working Conditions

• While performing the duties of this job, the employee works in normal office working conditions.

Disclaimer

• The job description describes the general nature and level of work being performed by people assigned to this job and is not intended to be an exhaustive list of all responsibilities, duties and skills required. The physical activities, demands and working conditions represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties and responsibilities.

Lumeris is an EEO/AA employer M/F/V/D.