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Executive Administrative Assistant

eHealthInsurance Services Inc. 2 months ago

Executive Administrative Assistant

  • USA Remote
  • Full Time

As an Executive Assistant to our Chief Financial Officer, you will work side by side, often in confidence, serving as a critical extension of the SVP’s vision, leadership and voice. The ideal candidate is focused and willing to actively work behind the scenes to ensure that our leaders and their teams are functioning smoothly and efficiently. They will be highly organized and professional, resourceful, efficient, flexible and will thrive in a fast-paced and transformational environment. Excellent written and verbal communication skills, strong critical thinking and attention to detail are equally important.

What you will do:

  • Ensure assigned leaders are using their time effectively and to greatest impact. This requires an understanding of what’s most important for effective calendar management, tracking deadlines and productive meeting and time management.
  • Research, prioritize, and follow up on incoming requests, and provide resources or recommendation to assigned leader.
  • Maintains discretion and confidentiality in relationships and communicates in a professional manner.
  • Manage and maintain calendars and coordinate appointments, meetings, conference calls, for executives, including extensive rescheduling, ensuring that all meeting logistics are taken care of.
  • Coordinate and communicate employee events such as group meetings, off-sites and all-staff forums. This goes beyond inviting participants and booking rooms – the Executive Assistant is also responsible for ensuring that objectives are clear, preparation is appropriate, and budgets are managed.
  • Assist in preparing for presentations, ensuring assigned leader’s goal of the meeting is understood by all presenters, information is collected to support that objective, the presentation is assembled and reviewed in a timely manner, and all logistics are confirmed (IT, facilities, etc).
  • Communicates directly, and on behalf of their leader, or will draft communications as needed for inter-company events or notices.
  • Attend team meetings, capture and circulate key decisions, and work with assigned leaders to ensure appropriate follow-up.
  • Identifies opportunities to improve on internal process or relationships with vendors and leverages partnerships to strategize and follows-through on projects to successful completion, communication, and implementation.
  • Handle administrative tasks for assigned leaders such as booking domestic and international travel, managing budget and expenses.
  • Process purchase requisitions, contracts, invoices and expense reports.

Basic Qualifications:

  • 4+ years of experience providing administrative support to 1 or more executives
  • 4+ years of experience coordinating travel logistics on behalf of 1 or more executives
  • 4+ years of calendar management and expense report management experience for 1 or more executives
  • Experience with Microsoft Office (specifically PowerPoint) and Google Suite

Preferred Qualifications:

  • BA or BS Degree
  • Experience with software applications. Egencia, Coupa, Jira, Box, etc.
  • Self-motivated, organized and detailed with a high standard of quality and integrity
  • Ability to demonstrate initiative, flexibility, team-work and ability to anticipate and resolve issues before they escalate.
  • Experience prioritizing multiple projects
  • Excellent interpersonal and listening skills.
  • Experience supporting a global leader of engineering and product functions
  • Experience managing relationships with internal and external stakeholders