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    Executive Administrative Assistant - Newark, United States - BioCentriq

    BioCentriq
    BioCentriq Newark, United States

    3 weeks ago

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    Description


    Position Summary -

    We are looking for an Executive Administrative Assistant to join our team and provide support to the Senior Vice President and General Manager of the Healthcare Division. The successful candidate will be responsible for managing calendars, scheduling meetings, coordinating and supporting in-person meetings, preparing documents, and providing administrative support. The ideal candidate should have excellent organizational skills, be detail-oriented, and have the ability to multi-task in a fast-paced environment. They will support their executive in all aspects of implementation of the long-term and short-term strategic and operational priorities that advance the organizations mission and goals. They will also support their executive in overseeing budgeting, hiring, performance management, and training within the Healthcare Division. This position will have a hybrid work environment and the candidate will need to be on-site on the days required by their executive.

    Person Reports To -

    Senior Vice President and General Manager, Healthcare Division

    Supervises - N/A

    Essential Functions -
    • Serves as a strategic partner to their executive and provides him/her with executive-level support and counsel.
    • Provides leadership and direction for change management initiatives, project management, and program development on behalf of their executive to ensure operational excellence and the implementation of strategy.
    • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
    • Partners with their executive to create strategic agendas for meetings, retreats, and workshops.
    • Facilitates the coordination of their executive's senior leadership team to ensure implementation of their initiatives including strategic planning to advance organizational priorities effectively and efficiently.
    • Prepares reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, or presentation software.
    • Takes initiative and follows up on pending issues needing response or action, and works with the necessary staff, vendors, or customers to execute on their executive's behalf.
    • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies.
    • Under intermittent supervision, completes assigned tasks, performs required duties, and is present for their proper shifts.
    • Assists in creation of documents, scribe for meetings, and provides support to the executive.
    • Handles requests for information and data from both internal and external sources
    • Acting as the administrative point of contact between the executive and internal/external clients
    • Develops and maintains an electronic filing system.
    Additional Functions -
    • Teamwork & Collaboration with co-workers to maintain a state of readiness & cooperation.
    • Communication/Verbal & Written - Basic level of presentations and delivers written documents he/she researched with verbal communication being accurate and appropriate.
    • Handling executives' requests and queries appropriately
    • Any and all other duties as assigned by executive.
    Prerequisite Qualifications -
    • Education/Degree Required: Bachelor's degree in technology, Business Administration, Finance, or related field. The education requirement may be waived if work experience is relevant.
    • Years of Experience Required: Minimum of 3 years of relevant experience.
    • Knowledge/Skills Required:
      • Excellent, professional, clear, and concise verbal, written, and electronic communication skills.
      • Excellent analytical skills
      • Expert organization and interpersonal skills
      • Experience gathering requirements from the client/business and providing clear documentation.
      • Experience with project methodology (requirements, design, development, test and implementation)
      • Familiarity with business process design and aid the high-level business process design efforts with assistance of the stakeholders and end-user.
      • Experience supporting client accounting and reporting, or other applicable financial industry experience.
      • Demonstrated strong focus on execution and delivery with ability to make recommendations and mitigate timeline risks.
      • Demonstrated work planning experience.
      • Continued high level of confidentiality needed.
      • Being able to prioritize tasks and pivot as needed.
      • Proficiency in Office 365
      • Self-starter, resourceful, (independently seeks and finds resources, information, knowledge and/or tools to complete tasks as needed)
    Preferred Qualifications - Prior experience as an Executive Administrative Assistant to a C-suite/executive level position

    Requirements
    • Education/Degree Required: Bachelor's Degree in Technology, Business Administration, Finance, or related field. The education requirement may be waived if work experience is relevant.
    • Years of Experience Required: Minimum of 3 years of relevant experience.
    • Knowledge/Skills Required:
      • Excellent, professional, clear, and concise verbal, written, and electronic communication skills
      • Excellent analytical skills
      • Expert organization and interpersonal skills
      • Experience gathering requirements from the client/business and providing clear documentation
      • Experience with project methodology (requirements, design, development, test and implementation)
      • Familiarity with business process design and aid the high-level business process design efforts with assistance of the stakeholders and end-user
      • Experience supporting client accounting and reporting, or other applicable financial industry experience
      • Demonstrated strong focus on execution and delivery with ability to make recommendations and mitigate timeline risks
      • Demonstrated work planning experience
      • Continued high level of confidentiality needed
      • Being able to prioritize tasks and pivot as needed
      • Proficiency in Office 365
      • Self-starter, resourceful, (independently seeks and finds resources, information, knowledge and/or tools to complete tasks as needed)
    Preferred Qualifications - Prior experience as an Executive Administrative Assistant to an C-suite/executive level position
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