Regional Executive Assistant - Eastern Region

Gaudenzia, Inc.•Philadelphia, PA

About The Position

The Regional Executive Assistant provides full administrative support to the region. Working in a team environment to build effective working relationships inside and outside of the group, while keeping abreast of business objectives, policies, procedures, and related information to maintain a comprehensive awareness of the region. Key to success in this role is the ability to handle multiple tasks in parallel, delivering tight deadlines with minimal guidance or supervision. Skilled at anticipating problems, dealing with ambiguity, creating contingency plans, managing multiple priorities, setting expectations, problem solving and organizing logistics. Will serve as liaison to the corporate Executive Assistant and regional leadership, attend meetings and record minutes. Will prepare and edit correspondence, presentations, reports, and memos. Work is performed with considerable independence in accordance with established regulations, policies and procedures. The Regional Executive Assistant supervises the Administrative Coordinators and the Receptionists.

Requirements

Bachelor's degree
5+ years' experience as an Executive Assistant
Experience with executive level calendar and meeting management.
Expertise in Microsoft Office Suite, and other business technology and software.
Experience providing service and support to executive level leaders.
Ability to demonstrate flexibility and work in fast-paced, highly ambiguous environment.
Experience with project and program management.
Ability to prioritize needs and tasks, multitask, and solve problems quickly and effectively.
Ability to handle sensitive and confidential situations and information with diplomacy.
Ability to be a team player, maintain composure in high stress situations.
Ability to handle administrative details independently utilizing good judgement and open communication.

Responsibilities

Administrative oversight & support
Own and manage travel arrangements, expense reporting and reimbursement requests.
Prepare reports and presentations, scribe, prepare and distribute meeting minutes, compose, compile and prepare data and information as required for audits and presentations,
Manage and submit purchase orders, vendor invoices in accordance with finance and purchasing policies.
Manage and maintain file and record retention in accordance with all regulations in an organized and confidential manner
Support special projects as needed
Provide high level executive support while maintaining discretion, professionalism, and sound judgement. Anticipate follow-ups and proactively manage upcoming needs.
Review and update regional policies and procedures as needed in conjunction with supervisor.
Communication & Coordination
Own and manage complex executive calendars and scheduling requirements.
Manage and maintain technology and tools for regional operations, including but not limited to: SharePoint, Docusign, HRIS, business intelligence software and systems, and other communication and contact lists, tools and resources.
Coordinate work efforts across functions
Supervision & Management
Supervises the Administrative Coordinators and Receptionists.
Manage time off requests and timecard approvals for the RED.
Manage and track administrative activities and help drive completion of key deliverables
Community & Stakeholder Engagement
Build internal and external partnerships
Act as liaison between RED and others, respond to emails and document requests on behalf of RED Performs other duties as assigned.