Job Opportunities in United States
November 16, 2024
Medxcel
Indianapolis
Executive Administrative Assistant III
Overview:
The Executive Assistant III as the primary point of contact for the assigned C-Suite level executives at Medxcel’s Central Office - Indianapolis, IN and delivers a high level of strategic support and administrative services. Support includes, but is not limited to, high level meeting presentations, communications and execution, managing interactions with internal and external customers to troubleshoot and problem solve on escalations on behalf of their C-Suite level executive and other assigned Medxcel executives, strategically and expertly manage all related executives’ calendars including scheduling meetings and resolving conflicts, which may include utilizing other key executives, and all travel and conference arrangements. This role integrates action items into the schedule accordingly and tracks strategic projects and goals, both short and long-term, in conjunction with prioritization, highest urgency, time to execute and delegate where appropriate. The Executive Assistant III is a self-starter with high energy, drive with a proven track record for managing multifaceted responsibilities supporting an executive(s) or business owner(s). The Executive Assistant III is a trusted, solution-oriented, proactive collaborator. This position will work together with other executives, directors, and Central Office associates to manage office activities and professionally represents Medxcel in all interactions by demonstrating a commitment to the mission, vision, and core values.
Responsibilities:
Support Central Office (20%)
Qualifications: Education:
Experience:
Competencies:
The Executive Assistant III as the primary point of contact for the assigned C-Suite level executives at Medxcel’s Central Office - Indianapolis, IN and delivers a high level of strategic support and administrative services. Support includes, but is not limited to, high level meeting presentations, communications and execution, managing interactions with internal and external customers to troubleshoot and problem solve on escalations on behalf of their C-Suite level executive and other assigned Medxcel executives, strategically and expertly manage all related executives’ calendars including scheduling meetings and resolving conflicts, which may include utilizing other key executives, and all travel and conference arrangements. This role integrates action items into the schedule accordingly and tracks strategic projects and goals, both short and long-term, in conjunction with prioritization, highest urgency, time to execute and delegate where appropriate. The Executive Assistant III is a self-starter with high energy, drive with a proven track record for managing multifaceted responsibilities supporting an executive(s) or business owner(s). The Executive Assistant III is a trusted, solution-oriented, proactive collaborator. This position will work together with other executives, directors, and Central Office associates to manage office activities and professionally represents Medxcel in all interactions by demonstrating a commitment to the mission, vision, and core values.
Responsibilities:
Executive Level Support (80%)
- Act as proxy.
- Drive initiatives and action items on behalf of C-Suite level executive and other assigned executives.
- Lead internal meetings on behalf of C-Suite level executive and other assigned executives.
- Prepare meeting agendas and create appropriate meeting materials and pre-reads.
- Introduce best practices and better ways of managing work and creating processes that support advancing our strategic priorities.
- Manages C-Suite level executive’s email communications with sound judgment to respond as appropriate or delegate to other key executives.
- Secure proper meeting coverage for C-Suite level executive and other executives if they cannot attend.
- Act as back-up to other Executive Assistants.
- Compose interview criteria points and questions.
- Assist with creation and execution of on-boarding plan for new associates.
- Strategically align multiple departments and stakeholders on behalf of executives to support core business.
- Maintain an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities.
- Leads and supports team building efforts both for administrative and executives teams.
- Cultural alignment within teams and departments.
- Leads team and activities to support various initiatives.
- Maintains close working relationships with the C-Suite level executives and other executives direct reports.
- Manage complex calendar including vetting, prioritizing, and providing recommendations.
- Travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation.
- Draft and send internal and external communications on behalf of C-Suite level executive and other executives in alignment with the organization’s mission, vision and values.
- Partner with other executives and directors to carry forward projects as needed for C-Suite level executive.
- Assist team with budgets, invoices, and resolving any AP or AR issues.
- May also assist with annual budget and headcount planning.
- Process expense reports and track reimbursement status.
- Manage projects, internal and external meetings and large-scale events from budget planning through logistical coordination.
- May coordinate, track and schedule internal and external PR and communication events.
- Partner with Facilities, IT and Security to resolve any logistical issues.
- Organize and develop information and materials necessary for special projects, internal and external presentations, and reports.
Support Central Office (20%)
- Maintain assigned public areas (e.g. conference room, break room).
- Collaborate with other associates to manage office activities and events.
- May lead the work and/or supervise direct reports.
Qualifications: Education:
- Bachelor’s degree or equivalent experience required.
Experience:
- Minimum 10 years’ experience providing administrative C-Suite support in a fast-paced environment required.
- Supporting large scale, enterprise-wide initiatives with high organizational visibility required.
- Experience leading a team of executive administrative assistants preferred.
Competencies:
- Thorough knowledge of Microsoft Office applications required.
- Can identify issues and offer solutions to better manage items consistent with C-Suite level executives’ workflow.
- Take ownership of defining and implementing all critical policies and procedures.
- Expertly manage time and set priorities amidst multiple tasks and deadlines with little supervision.
- Anticipate the needs of the C-Suite leader in advance of meetings, conference, etc.
- Works independently, recognizing workload demands and prioritizing them appropriately; must also be flexible to accommodate rapidly changing priorities.
- Ability to interact comfortably with all levels of the organization.
- Demonstration of emotional Intelligence.
- Self-Awareness – Knowing what we are feeling in the moment, and using those preferences.
- Self-Regulation– Handling our emotions so that they facilitate rather than interfere.
- Motivation – Using our deepest preferences to move and guide us toward our goals.
- Strong creativity and problem solving skills.
- Project management skills.
- Excellent organization and planning skills.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality when working with sensitive information is essential.
- Functions as a “barometer”, having a sense for any issues taking place in the environment and keeping their C-Suite leader updated as appropriate.
- Expert-level O365 experience required.
- Power Point efficient and can follow branding guidelines.
- Google Suite experience is preferred.
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