Executive Assistant For CEO

TEKsystems•Austin, TX

4d•$34 - $37•Onsite

About The Position

The executive assistant performs a variety of general and complex administrative duties in support of the chief executive officer, chief operations officer, and special assistant to the chief executive officer. This role involves managing complex schedules, coordinating travel, handling business expenses, purchasing supplies, organizing meetings, drafting communications, and assisting with project management activities. The position also supports the Special Assistant to the Chief Executive Officer with board-related meetings and document maintenance.

Requirements

Experience within a large Healthcare system
Experience supporting a board of directors
Providing stellar internal and external customer service
Anticipating the needs of others, as well as issues to be resolved and/or obstacles to plan for accordingly
Effectively prioritizing competing requests and duties
Identifying operational inefficiencies, and proactively offering resolutions
Researching and identifying essential information
Identifying and utilizing resources to complete tasks
Communicating respectfully, clearly, and effectively
Managing complex calendars, including scheduling/rescheduling meetings with multiple attendees, recurring cadences, and at multiple sites
Planning and coordinating travel arrangements, including lodging, flights, and ground transportation
Utilizing Microsoft Office Suite applications and Adobe Acrobat Pro
Demonstrate a courteous, professional demeanor with internal and external stakeholders at all levels
Establish and maintain effective working relationships
Demonstrate a collaborative mindset
Maintain discretion and confidentiality at all times, with all forms of sensitive information
Exhibit a sense of urgency when resolving problems and working with critical deadlines
Demonstrate superior level of organization and attention to details
Exhibit a calm and flexible attitude in a fast-paced, swiftly-changing environment

Nice To Haves

Administration
Calendar management
Office suite
executive administration
executive support
executive administrative support
executive administrative
healthcare industry

Responsibilities

Manage office calendars, including complex scheduling with internal and external stakeholders.
Coordinate travel arrangements, including hotel, flight, and ground transportation.
Manage business expense receipts, code monthly credit card statements, and complete expense reimbursement forms.
Maintain a variety of business-related accounts, subscriptions, and memberships.
Purchase office supplies and maintain inventory.
Coordinate technical support assistance including sending correspondence on behalf of the executives.
Organize and prepare for meetings, including gathering documents and attending to logistics.
Draft, review and send communications on behalf of company executive(s).
Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
Determine priority of matters of attention for executives; redirect matters to staff, or address matters personally, as appropriate.
Assist in project management activities including project coordination, monitoring and communication of projects and programs managed by the operations department.
Transcribe source materials, prepare documents, reports, tables and charts; distribute as appropriate.
Perform other general duties as required.
Assist with the planning and execution of board-related meetings and special events, including monthly/quarterly committee meetings, the bi-annual board orientation, and annual board of directors’ retreat.
Assist with recording and maintenance of board-related meeting records and documents.
Assist with general duties as needed.