Executive Assistant at The Planet Group

Executive Assistant
Contract
Onsite
 
Pay Range: $50 - 55

Must Haves:
Polished, professional
Experience supporting multiple executives

Preferred:
Experience in pharma/med-tech/med device

Job Summary/Description:
The Executive Assistant provides executive level administrative support for the designated executives and team. This individual makes administrative decisions, handles correspondence, maintains files, manages the processes for departmental contracts and purchase order requisitions, schedules appointments, and serves as liaison with other departments and the public as required. This person must also be experienced and proficient in handling information that is highly confidential and critical in nature.   

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Provide day-to-day general administrative support to senior members of their respective functions
• Manage executives’ calendars and assist with other senior management calendaring of meetings and events; collect and prepare information for use in meetings
• Routinely handle internal and external inquiries by screening calls, answering questions, and re-directing to appropriate people
• Coordinate complex domestic and international travel arrangements for company executives as well as advisors, consultants, and other team members as necessary
• Arrange meetings and handle all logistics
• Anticipate a variety of needs and problems and proactively suggest approaches and solutions.
• Demonstrate a sense of urgency, initiative, responsiveness, and attention to detail

• Interact with executives, customers, and vendors with high degree of professionalism and service
• Process expense reports and assist with function’s invoices on a timely basis
• Effectively support and back up other executive assistants for high priority meetings, deadlines, and deliverables

• Cover for fellow assistants in their absence;
• Special projects and other duties as assigned

EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• A minimum of a High School Diploma is required (Bachelor’s Degree preferred) with at least 6 years of related experience in related position (an equivalent combination of education and experience may be considered)
• Excellent problem-solving skills, analytical thinking, and visionary skills
• Experience with travel arrangements, purchasing and disbursement processes, procedures, and policies
• Experience in planning/coordinating logistics for meetings and activities
• Effective verbal and written communication skills and ability to effectively interact with employees in a team-based environment
• Ability to learn quickly and dedication to complete required tasks
• Ability to prioritize workload to meet deadlines and to maintain high level of quality and accuracy
• Attention to detail and decision-making skills to respond to high-pressure situations
• Initiative and resourcefulness
• Ability to work without specific instruction; independent decision-making is a fundamental part of the job and occurs regularly
• Must possess a thoroughly professional and positive image at all times and a solid work ethic
• Confidentiality of data requires extreme sensitivity and all disclosures require discretion
• Possess expert knowledge in Microsoft Office (with exceptional proficiency in Microsoft Word and PowerPoint) as well as other software system(s) required to support the executives. Capability to learn new software in a timely manner