Executive Assistant

Description:
Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
+ Manages and executes multiple projects at one time, as assigned by the Executives.
+ Oversees and maintains an accurate calendar for the Executives, schedules meetings/conference calls, plans special events, and, screens requests from external customers to evaluate the critical nature of meeting requests.
+ Prepares the Executives in advance of meetings and events by collaboratively reviewing the Executives schedule during one-one-meetings, print and collate meeting materials, and effectively communicate urgent issues directly to the Executives in a timely manner in order to keep them informed of any and all changes.
+ Works closely with key hospital stakeholders to coordinate and execute conference room set up, catering needs, and, audio/visual equipment support for the Executives meetings and events.
+ Works closely with the Executives leadership team to provide administrative support and guidance, on an as-needed basis.
+ Acts as the Executives liaison to proactively address issues that arise within the Executives division, coordinates necessary support from key stakeholders, and, serves as the point-person to facilitate the resolution of issues independently.
+ Creates all necessary meeting materials and documents, including but not limited to, PowerPoint presentations, Excel spreadsheets and graphs, meeting agendas', letters, memorandums' and email announcements.
+ Addresses highly-sensitive information with the utmost discretion, professionalism and confidentially.
+ Performs all other administrative functions, including but not limited to, receives and screens incoming phone calls, greets guests and visitors in a warm and welcoming manner, processes invoices for payment, orders office supplies, attends and takes meeting minutes, proofreads documents for grammar and accuracy, transcribes documents and recordings, retrieves mail, filing, photocopying, and coordinates travel arrangements in a timely and thorough manner.
Skills:
Calendar management, Administrative support, Microsoft office, Calendaring, Administration, Administrative assistance, Executive administrative support, Travel management, Executive administrative, Event coordination, Concur, Executive support, Executive assistance, Powerpoint, Travel coordination, Reporting, Microsoft office suite, Schedule meetings, Expense management, Schedule appointments
Additional Skills & Qualifications:
+ Bachelors / Associates / Technical Degree in Business Management, Marketing or Secretarial Science (Preferred).
+ Or, equivalent relevant work experience in lieu of degree.
+ 4 -6 years of Administrative Assistant/Secretarial experience (Required)
+ High School Diploma or GED (Required)
Experience Level:
Intermediate Level
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service.
Diversity, Equity & Inclusion
At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:
+ Hiring diverse talent
+ Maintaining an inclusive environment through persistent self-reflection
+ Building a culture of care, engagement, and recognition with clear outcomes
+ Ensuring growth opportunities for our people
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.

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