Executive Assistant II | Office of the President & CEO
About The Position
The Executive Assistant will provide secondary support to the President and CEO & Assistant to the President & CEO. This position is located onsite at the JAX-NYSCF campus in New York, NY. The individual represents the CEO and a variety of stakeholder groups. Cultural sensitivity, professionalism, discretion and preserving confidentiality are critical for success in this highly visible role. The dynamic nature of this role requires that the ideal candidate be be a united, collaborative, and a highly effective executive support team member. The incumbent will have exemplary time management skills and will collaborate with the Assistant to the CEO to proactively identify and anticipate the President and CEO’s needs across a broad range of individuals including members of the Leadership Team, the Board of Trustees, and all employees of the Laboratory. To perform this job successfully, the individual will serve as an operational extension of the Assistant to the CEO and is expected to handle highly sensitive and confidential financial, personnel and institutional information while exercising professionalism and discretion. Additional responsibilities include assisting with the management of complex meeting schedules, arranging travel and preparing itineraries, processing and approving expenses, compiling reports, preparing agendas and responding to routine and non-routine correspondences professionally. A wide degree of creativity and latitude collaboration is expected along with autonomy in executing assigned tasks, professional flexibility, and successful multitasking skills. Location: onsite New York, NY Application Requirements: Cover Letter and Resume
Requirements
- Bachelor’s degree preferred; HS diploma required with 5-8 years of experience.
- Proven ability to handle confidential information with discretion
- Knowledge of administrative processes as would typically be acquired through work experience in a professional business environment working with senior level management
- Writing skills sufficient to compose complex and executive level correspondences
- Proficient with MS Office, conferencing platforms (e.g. Zoom, Teams, etc.), and enterprise programs (e.g. HRIS, Concur and Lawson - financial systems and travel programs, etc.)
- Financial acumen to assist with budget development and monitoring
- Demonstrated success in managing multiple projects to successful completion with demanding deadlines and changing priorities
- Demonstrated ability to work collaboratively, lead, and administer projects of JAX wide importance
- Excellent project and event management skills
- Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact, and diplomacy
- Must be flexible and available for after-hours support.
Responsibilities
- Collaboratively engages other support staff to ensure seamless planning and operations
- Establishes and operates an efficient office by performing a wide range of complex administrative tasks
- Assists with managing an extremely active calendar of appointments
- Completes expense reports
- Receives and prioritizes correspondence and acts in drafting correspondence, forwarding for action, and/or distributing for information
- Organizes meetings and events, including preparation of materials, and coordinating all logistics
- Obtains, compiles and extracts information from a variety of resources to prepare document, reports, and briefing papers
- Edits, proofs, and formats a wide variety of documents
- Assists with coordinating travel arrangements
- Initiates purchase requisitions for supplies, services, and equipment
- Taking delegated projects and other related duties and managing them independently as needed and assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
Number of Employees
1,001-5,000 employees
