Executive Assistant - Clearwater, FL
2 days ago
Job description
:Job Title: Executive Assistant
Department: Corporate
Reports to: Chief Operating Officer
FLSA Status: Exempt
SUMMARY: The Executive Assistant will provide comprehensive support to the COO, the Medical Affairs department, and other senior level executives as needed. This individual will be responsible for handling a wide variety of tasks.
Responsibilities:
- Serves as the primary support to the COO and the Medical Affairs department
- Acts as the administrative point of contact between the COO and internal/external clients
- Provides executive support on matters relating to the COO's obligations and mandates
- Coordinates the COO's schedule including internal and external obligations
- Maintains COO's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
- Processes expense reports for the COO and Global Director of Medical Affairs
- Develops and prepares presentations, reports, and other documentation as needed in support of the COO and Medical Affairs department
- Coordinates scheduling of product inservices and training for Medical Affairs department. This requires direct contact with customers and coordination of schedules for Medical Affairs nurses to determine availability on both sides.
- Maintains documentation for Medical Affairs including filing and organization of incoming product inservice and training records
- Handles a wide variety of situations involving administrative functions of the office
- Performs other related functions delegated or assigned to him/her in his/her capacity as an executive assistant
- Periodically coordinates meetings external to the home office including location coordination, participant travel, food/beverage logistics, etc.
- On occasion, the position will require contact via phone or text message outside of normal business hours.
- New Forms/SOPs
- Other duties as assigned
SUPERVISORY RESPONSIBILITIES: None.
Requirements:
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE: Bachelor's Degree preferred and five years prior experience supporting senior management required. Excellent written and verbal communication skills or equivalent. Strong experience with Word, Excel, and Power Point presentations is a must. Proficiency in other computer related skills including the ability to learn new software applications quickly is required.
Proven experience as an executive administrative assistant, senior executive assistant or other senior level secretarial position. Requires discretion and confidentiality; exemplary planning and time management skills; ability to multitask and prioritize workload; high level verbal and written communication skills; and strong customer service skills.
LANGUAGE SKILLS: Ability to respond to common inquiries from members of the business community. Ability to effectively present information to personnel of all level employees.
REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to use hands to finger, handle, or feel and talk and hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl. The employee may be asked to occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
WORK ENVIRONMENT
This is a 100% onsite position requiring work from the Apyx Clearwater location. Remote work can be planned to accommodate schedules on an as needed basis, but the expectation is that the Executive Assistant will be in the Clearwater office when working.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee may be occasionally exposed to moving mechanical parts and risk of electric shock. The noise level in the work environment is usually moderate.
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