Sr. Executive Administration
About The Position
IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life. With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission. The Sr. Executive Assistant provides high-level administrative support and project management for the Chief Operating Officer. Essential duties and responsibilities of the position include and are not limited to the following: Administrative Manage and maintain COO calendar, including complex scheduling and arranging meetings with internal staff and external contacts Function as key liaison for COO’s direct reports, internal staff, and external clients Respond to incoming calls and inquiries Assist in scheduling C-Suite meetings and events, including travel arrangements Prepare and edit correspondence, communications, and other documents Develop and maintain an organized filing system Management of expense reports for COO Facilitate COO approvals of contracts, policies, HR actions, forms, and documents Receive and interact with IOA and COO visitors Project Management Manage special projects and ad hoc duties as assigned by the COO Conduct research, and assemble and analyze data for required documents and reports Coordinate staff participation and prepare presentations for IOA meetings and IOA Board. Facilitate Virtual meetings with small and large groups, internal and external stakeholders Prepare slide presentations and illustrative reports for use in internal and external meetings for the COO, with ad hoc support for C-Suite Coordinate and lead company culture through team event planning and logistics coordination for COO division and company events Report progress and final project results to the COO
Requirements
- Minimum 3+ years project management and senior executive administrative support experience, supporting C-level executives
- Outstanding proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Extensive experience with Teams, Zoom, and other communication applications
- Extensive experience with cloud-based project management applications, requiring collaborative coordination
- Excellent calendar management skills and experience scheduling and managing travel arrangements
- Highly organized with excellent attention to detail
- Demonstrated initiative and innovation
- Superior ability to maintain confidentiality with COO and executive team
- Outstanding interpersonal, oral, and written communication skills including proofreading and editing abilities
- Ability to handle confidential and sensitive materials discreetly at all times
- Ability to work competently with little or no supervision
- Ability to work collaboratively with teams/other Sr. Executive Assistants
- Highly flexible, with ability to shift priorities
- Ability to respond confidently to urgent situations
- Take advantage of opportunities for professional growth, leadership, and community building.
Nice To Haves
- BA/BS Degree or higher
Responsibilities
- Manage and maintain COO calendar, including complex scheduling and arranging meetings with internal staff and external contacts
- Function as key liaison for COO’s direct reports, internal staff, and external clients
- Respond to incoming calls and inquiries
- Assist in scheduling C-Suite meetings and events, including travel arrangements
- Prepare and edit correspondence, communications, and other documents
- Develop and maintain an organized filing system
- Management of expense reports for COO
- Facilitate COO approvals of contracts, policies, HR actions, forms, and documents
- Receive and interact with IOA and COO visitors
- Manage special projects and ad hoc duties as assigned by the COO
- Conduct research, and assemble and analyze data for required documents and reports
- Coordinate staff participation and prepare presentations for IOA meetings and IOA Board.
- Facilitate Virtual meetings with small and large groups, internal and external stakeholders
- Prepare slide presentations and illustrative reports for use in internal and external meetings for the COO, with ad hoc support for C-Suite
- Coordinate and lead company culture through team event planning and logistics coordination for COO division and company events
- Report progress and final project results to the COO
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Executive
