Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates. Duties include : Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets which may utilize specialized software and systems. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects. May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. - Other duties may also be assigned. The mission of the Stanford School of Medicine (SoM) Fiscal Affairs Group is to provide innovative services and solutions to the financial operations and challenges of the SoM. The group is composed of three distinct operating units - Controller , Budget & Financial Planning , and Faculty Compensation , and we achieve success by collaborating with our partners in the School of Medicine Departments, Stanford Health Care, Lucile Packard Children's Hospital, the University's Office of the President, Provost, Budget and Finance teams. We strive every day to: Connect with our customers. Collaborate creatively. Create financial transparency. Contribute to financial understanding. Celebrate successes. The position of Administrative Coordinator holds primary responsibility for effectively managing the schedules related to Fiscal Affairs. Discretion and confidentiality are of utmost importance in this role. The duties associated with this position necessitate a comprehensive understanding of the University, medical school, and hospital/clinical environments, as well as knowledge about the priorities and positions of the Fiscal Affairs Assistant Dean/Senior Director in relation to a wide range of issues. The ideal candidate should demonstrate the ability to exercise absolute discretion, good judgment, and take initiative when required. They will engage with School and University leaders, faculty, staff, and external stakeholders at the highest levels of the organization, addressing various confidential and complex matters. A successful candidate will possess self-motivation, quick thinking, flexibility, exceptional organizational skills, and unwavering attention to detail. Furthermore, due to the nature of this position's interaction with the Dean Suite and close collaboration with the CFO, a warm and highly professional demeanor is crucial. DESIRED QUALIFICATIONS: Two-year college degree or greater is highly preferred. Experience on Stanford systems preferred. Interpersonal and communication skills to work with physicians, faculty, staff and students with tact and diplomacy. Fantastic written skills, ensuring the purpose/main ideas/thesis is always clearly stated in documents. Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, Outlook, Google Suite, and ability to use various online software tools (e.g., Lucidchart, Mural, etc.). Ability to prioritize, multi-task, set goals and expectations, and meet deadlines. Effectively communicating variance to deadlines or expectations, when necessary. Project management skills to ensure deadlines are met. Understanding of the demands of executive level positions and the ability to meet these demands with tact and diplomacy. Ability to take precautions and understand the importance of projects/tasks that may be under privacy and/or a Non-Disclosure Agreement (NDA). Advanced gathering skills and interrogation skills. Ability to work independently - self-starter and proactive. Excellent communication, conflict management, collaboration and influencing skills. EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED): Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions. PHYSICAL REQUIREMENTS : Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. -Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. WORK STANDARDS: Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, . The expected pay range for this position is $33.17 o $43.75 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( ) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form . Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
03/28/2024
Full time
Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates. Duties include : Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets which may utilize specialized software and systems. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects. May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. - Other duties may also be assigned. The mission of the Stanford School of Medicine (SoM) Fiscal Affairs Group is to provide innovative services and solutions to the financial operations and challenges of the SoM. The group is composed of three distinct operating units - Controller , Budget & Financial Planning , and Faculty Compensation , and we achieve success by collaborating with our partners in the School of Medicine Departments, Stanford Health Care, Lucile Packard Children's Hospital, the University's Office of the President, Provost, Budget and Finance teams. We strive every day to: Connect with our customers. Collaborate creatively. Create financial transparency. Contribute to financial understanding. Celebrate successes. The position of Administrative Coordinator holds primary responsibility for effectively managing the schedules related to Fiscal Affairs. Discretion and confidentiality are of utmost importance in this role. The duties associated with this position necessitate a comprehensive understanding of the University, medical school, and hospital/clinical environments, as well as knowledge about the priorities and positions of the Fiscal Affairs Assistant Dean/Senior Director in relation to a wide range of issues. The ideal candidate should demonstrate the ability to exercise absolute discretion, good judgment, and take initiative when required. They will engage with School and University leaders, faculty, staff, and external stakeholders at the highest levels of the organization, addressing various confidential and complex matters. A successful candidate will possess self-motivation, quick thinking, flexibility, exceptional organizational skills, and unwavering attention to detail. Furthermore, due to the nature of this position's interaction with the Dean Suite and close collaboration with the CFO, a warm and highly professional demeanor is crucial. DESIRED QUALIFICATIONS: Two-year college degree or greater is highly preferred. Experience on Stanford systems preferred. Interpersonal and communication skills to work with physicians, faculty, staff and students with tact and diplomacy. Fantastic written skills, ensuring the purpose/main ideas/thesis is always clearly stated in documents. Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, Outlook, Google Suite, and ability to use various online software tools (e.g., Lucidchart, Mural, etc.). Ability to prioritize, multi-task, set goals and expectations, and meet deadlines. Effectively communicating variance to deadlines or expectations, when necessary. Project management skills to ensure deadlines are met. Understanding of the demands of executive level positions and the ability to meet these demands with tact and diplomacy. Ability to take precautions and understand the importance of projects/tasks that may be under privacy and/or a Non-Disclosure Agreement (NDA). Advanced gathering skills and interrogation skills. Ability to work independently - self-starter and proactive. Excellent communication, conflict management, collaboration and influencing skills. EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED): Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions. PHYSICAL REQUIREMENTS : Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. -Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. WORK STANDARDS: Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, . The expected pay range for this position is $33.17 o $43.75 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( ) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form . Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates. Duties include : Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets which may utilize specialized software and systems. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects. May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. - Other duties may also be assigned. The mission of the Stanford School of Medicine (SoM) Fiscal Affairs Group is to provide innovative services and solutions to the financial operations and challenges of the SoM. The group is composed of three distinct operating units - Controller , Budget & Financial Planning , and Faculty Compensation , and we achieve success by collaborating with our partners in the School of Medicine Departments, Stanford Health Care, Lucile Packard Children's Hospital, the University's Office of the President, Provost, Budget and Finance teams. We strive every day to: Connect with our customers. Collaborate creatively. Create financial transparency. Contribute to financial understanding. Celebrate successes. The position of Administrative Coordinator holds primary responsibility for effectively managing the schedules related to Fiscal Affairs. Discretion and confidentiality are of utmost importance in this role. The duties associated with this position necessitate a comprehensive understanding of the University, medical school, and hospital/clinical environments, as well as knowledge about the priorities and positions of the Fiscal Affairs Assistant Dean/Senior Director in relation to a wide range of issues. The ideal candidate should demonstrate the ability to exercise absolute discretion, good judgment, and take initiative when required. They will engage with School and University leaders, faculty, staff, and external stakeholders at the highest levels of the organization, addressing various confidential and complex matters. A successful candidate will possess self-motivation, quick thinking, flexibility, exceptional organizational skills, and unwavering attention to detail. Furthermore, due to the nature of this position's interaction with the Dean Suite and close collaboration with the CFO, a warm and highly professional demeanor is crucial. DESIRED QUALIFICATIONS: Two-year college degree or greater is highly preferred. Experience on Stanford systems preferred. Interpersonal and communication skills to work with physicians, faculty, staff and students with tact and diplomacy. Fantastic written skills, ensuring the purpose/main ideas/thesis is always clearly stated in documents. Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, Outlook, Google Suite, and ability to use various online software tools (e.g., Lucidchart, Mural, etc.). Ability to prioritize, multi-task, set goals and expectations, and meet deadlines. Effectively communicating variance to deadlines or expectations, when necessary. Project management skills to ensure deadlines are met. Understanding of the demands of executive level positions and the ability to meet these demands with tact and diplomacy. Ability to take precautions and understand the importance of projects/tasks that may be under privacy and/or a Non-Disclosure Agreement (NDA). Advanced gathering skills and interrogation skills. Ability to work independently - self-starter and proactive. Excellent communication, conflict management, collaboration and influencing skills. EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED): Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions. PHYSICAL REQUIREMENTS : Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. -Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. WORK STANDARDS: Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, . The expected pay range for this position is $33.17 o $43.75 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( ) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form . Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
03/27/2024
Full time
Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates. Duties include : Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets which may utilize specialized software and systems. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects. May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. - Other duties may also be assigned. The mission of the Stanford School of Medicine (SoM) Fiscal Affairs Group is to provide innovative services and solutions to the financial operations and challenges of the SoM. The group is composed of three distinct operating units - Controller , Budget & Financial Planning , and Faculty Compensation , and we achieve success by collaborating with our partners in the School of Medicine Departments, Stanford Health Care, Lucile Packard Children's Hospital, the University's Office of the President, Provost, Budget and Finance teams. We strive every day to: Connect with our customers. Collaborate creatively. Create financial transparency. Contribute to financial understanding. Celebrate successes. The position of Administrative Coordinator holds primary responsibility for effectively managing the schedules related to Fiscal Affairs. Discretion and confidentiality are of utmost importance in this role. The duties associated with this position necessitate a comprehensive understanding of the University, medical school, and hospital/clinical environments, as well as knowledge about the priorities and positions of the Fiscal Affairs Assistant Dean/Senior Director in relation to a wide range of issues. The ideal candidate should demonstrate the ability to exercise absolute discretion, good judgment, and take initiative when required. They will engage with School and University leaders, faculty, staff, and external stakeholders at the highest levels of the organization, addressing various confidential and complex matters. A successful candidate will possess self-motivation, quick thinking, flexibility, exceptional organizational skills, and unwavering attention to detail. Furthermore, due to the nature of this position's interaction with the Dean Suite and close collaboration with the CFO, a warm and highly professional demeanor is crucial. DESIRED QUALIFICATIONS: Two-year college degree or greater is highly preferred. Experience on Stanford systems preferred. Interpersonal and communication skills to work with physicians, faculty, staff and students with tact and diplomacy. Fantastic written skills, ensuring the purpose/main ideas/thesis is always clearly stated in documents. Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, Outlook, Google Suite, and ability to use various online software tools (e.g., Lucidchart, Mural, etc.). Ability to prioritize, multi-task, set goals and expectations, and meet deadlines. Effectively communicating variance to deadlines or expectations, when necessary. Project management skills to ensure deadlines are met. Understanding of the demands of executive level positions and the ability to meet these demands with tact and diplomacy. Ability to take precautions and understand the importance of projects/tasks that may be under privacy and/or a Non-Disclosure Agreement (NDA). Advanced gathering skills and interrogation skills. Ability to work independently - self-starter and proactive. Excellent communication, conflict management, collaboration and influencing skills. EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED): Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions. PHYSICAL REQUIREMENTS : Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. -Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. WORK STANDARDS: Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, . The expected pay range for this position is $33.17 o $43.75 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( ) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form . Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
George Washington University
Washington, Washington DC
I. JOB OVERVIEW Job Description Summary: To spark new thinking, just add friction. Your unique perspective and experiences can make you successful in your career. At the George Washington University College of Professional Studies , you'll collaborate with a diverse group of experts from across disciplines and backgrounds, who will challenge you to rethink assumptions, test your ideas, and look at ways to make the greatest impact. Here, you'll learn how to use your skills to make an impact that ripples outward through industries and communities, elevating your career trajectory and connecting you to corners of the world you never thought possible. In support of its mission and vision, the College of Professional Studies (CPS) seeks an outstanding individual to be the Senior Administrative Assistant, Dean's Office . The Senior Administrative Assistant provides enhanced administrative support to the CPS Dean's Office and the CPS community at large. This highly visible position, ideal for an experienced administrative professional, is a 5-days a week, fully in-person role located at the front desk within the Dean's Suite. Reporting to the college's Director of Strategic Initiatives & Planning, this staff member will assist in the day-to-day operations of the Dean's Suite. As a primary point of contact, the Senior Administrative Assistant will provide excellent customer service and create a welcoming environment for CPS's deans, students, faculty, staff, and visitors. Primary Responsibilities: Answer the general CPS phone line and monitor the general CPS email account. Coordinate schedules and maintain calendar(s) for assigned staff, including the Dean. Prioritize and arrange meetings, conferences, and appointments. Assist with college and program-level events. May include some evening or weekend events. Monitor and assist with the budget preparation and record keeping, including maintaining and reconciling P-cards, and anticipates and prepares associated background materials as needed. Monitor and approve travel, procurement, conference, honoraria, consultant, and other expenses associated with department needs and sponsored projects. Perform other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position. This full-time, in-person, position is located on the main GW Foggy Bottom campus in Washington, DC. This position may require evening or weekend event support. Minimum Qualifications: Qualified candidates will hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience. Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications: A positive and professional demeanor treating executive leaders, staff, students, faculty, and visitors with courtesy and respect. Excellent writing and communication skills. Enjoys being detail-oriented and has strong organizational skills. Team player, comfortable taking direction from multiple people. Experience in a higher education environment. Experience with Microsoft 365 and Google Workspace. Comfortable learning new software and processes for scheduling, meeting/event planning, budgets, and general business productivity. Typical Hiring Range $21.27 - $27.63 How is pay for new employees determined at GW? II. JOB DETAILS Campus Location: Foggy Bottom, Washington, D.C. College/School/Department: College of Professional Studies (CPS) Family Administration Sub-Family Administrative / Operations Stream Service and Support Level Level 3 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday-Friday, 8:30 AM - 5:30 PM. May require some evening or weekend event support. Will this job require the employee to work on site? Yes Employee Onsite Status On-campus (in person) Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants: Employer will not sponsor for employment Visa status. Benefits of GW The GW benefits programs are designed to care for you by providing a variety of options that offer security and support for you to thrive at various life and career stages. Benefits include: medical, dental and vision plans, FSA and HSA retirement programs tuition remission for employees and dependents tuition exchange program for dependents generous paid leave include a full week of paid leave for winter holidays Benefits eligibility may vary based on job classification. To learn more to go Internal Applicants Only? No Posting Number: S012918 Job Open Date: 03/21/2024 Job Close Date: If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement: The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.
03/26/2024
Full time
I. JOB OVERVIEW Job Description Summary: To spark new thinking, just add friction. Your unique perspective and experiences can make you successful in your career. At the George Washington University College of Professional Studies , you'll collaborate with a diverse group of experts from across disciplines and backgrounds, who will challenge you to rethink assumptions, test your ideas, and look at ways to make the greatest impact. Here, you'll learn how to use your skills to make an impact that ripples outward through industries and communities, elevating your career trajectory and connecting you to corners of the world you never thought possible. In support of its mission and vision, the College of Professional Studies (CPS) seeks an outstanding individual to be the Senior Administrative Assistant, Dean's Office . The Senior Administrative Assistant provides enhanced administrative support to the CPS Dean's Office and the CPS community at large. This highly visible position, ideal for an experienced administrative professional, is a 5-days a week, fully in-person role located at the front desk within the Dean's Suite. Reporting to the college's Director of Strategic Initiatives & Planning, this staff member will assist in the day-to-day operations of the Dean's Suite. As a primary point of contact, the Senior Administrative Assistant will provide excellent customer service and create a welcoming environment for CPS's deans, students, faculty, staff, and visitors. Primary Responsibilities: Answer the general CPS phone line and monitor the general CPS email account. Coordinate schedules and maintain calendar(s) for assigned staff, including the Dean. Prioritize and arrange meetings, conferences, and appointments. Assist with college and program-level events. May include some evening or weekend events. Monitor and assist with the budget preparation and record keeping, including maintaining and reconciling P-cards, and anticipates and prepares associated background materials as needed. Monitor and approve travel, procurement, conference, honoraria, consultant, and other expenses associated with department needs and sponsored projects. Perform other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position. This full-time, in-person, position is located on the main GW Foggy Bottom campus in Washington, DC. This position may require evening or weekend event support. Minimum Qualifications: Qualified candidates will hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience. Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications: A positive and professional demeanor treating executive leaders, staff, students, faculty, and visitors with courtesy and respect. Excellent writing and communication skills. Enjoys being detail-oriented and has strong organizational skills. Team player, comfortable taking direction from multiple people. Experience in a higher education environment. Experience with Microsoft 365 and Google Workspace. Comfortable learning new software and processes for scheduling, meeting/event planning, budgets, and general business productivity. Typical Hiring Range $21.27 - $27.63 How is pay for new employees determined at GW? II. JOB DETAILS Campus Location: Foggy Bottom, Washington, D.C. College/School/Department: College of Professional Studies (CPS) Family Administration Sub-Family Administrative / Operations Stream Service and Support Level Level 3 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday-Friday, 8:30 AM - 5:30 PM. May require some evening or weekend event support. Will this job require the employee to work on site? Yes Employee Onsite Status On-campus (in person) Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants: Employer will not sponsor for employment Visa status. Benefits of GW The GW benefits programs are designed to care for you by providing a variety of options that offer security and support for you to thrive at various life and career stages. Benefits include: medical, dental and vision plans, FSA and HSA retirement programs tuition remission for employees and dependents tuition exchange program for dependents generous paid leave include a full week of paid leave for winter holidays Benefits eligibility may vary based on job classification. To learn more to go Internal Applicants Only? No Posting Number: S012918 Job Open Date: 03/21/2024 Job Close Date: If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement: The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.
Summary: Reporting directly to the Director of Social Responsibility/Executive Office Administrator, assists the departments within the Office of the Shareholder through performing a variety of diversified and confidential secretarial and administrative support duties which require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment. Prepares meeting agendas, memos, presentations and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes confidential and sensitive information in support of administrative activities, and serves as the primary liaison for executive and other senior management personnel. Responsibilities: Plan, coordinate and ensure the established Executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive's time and office. Manage and maintain executive calendars and meetings and resolve scheduling conflicts. Communicate directly and on behalf of the Executive with others on matters related to the Executive's initiatives and objectives. Work closely and effectively with the Executive to keep him/her well information of upcoming commitments and responsibilities, following up appropriately. Work collaboratively with the other three Executive Assistant's within the office of the shareholder. Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the Executive's ability to effectively lead the company. Prioritize conflicting needs; handle matters expeditiously, pro-actively, and follows-through on projects to successful completion, often with deadline pressures. Produce documents (PowerPoint, Excel, Word, etc.) with a high level of polish suitable for executive level review. Demonstrate ability to take information and concepts and translate them into professional level documents. Education/Certifications: Bachelor's Degree or some college course work in administrative and personnel management preferred. Certified Administrative Professional (CAP) designation preferred. Requirements: A minimum of three years' experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which at least two years involved administrative support work in an executive/senior management office for an academic or business office environment preferred. Experience supporting multiple executives and interacting with c-level executives and board members. Ability to stay calm under pressure and help find solutions when needed. Proficiency in Microsoft Office Suite. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. Willingness to work a flexible schedule. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Think critically and actively seek opportunities and propose solutions for both short and long-term objectives. LI-CM1 Campus: Administration Irvine Function: Administrative
03/25/2024
Full time
Summary: Reporting directly to the Director of Social Responsibility/Executive Office Administrator, assists the departments within the Office of the Shareholder through performing a variety of diversified and confidential secretarial and administrative support duties which require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment. Prepares meeting agendas, memos, presentations and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes confidential and sensitive information in support of administrative activities, and serves as the primary liaison for executive and other senior management personnel. Responsibilities: Plan, coordinate and ensure the established Executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive's time and office. Manage and maintain executive calendars and meetings and resolve scheduling conflicts. Communicate directly and on behalf of the Executive with others on matters related to the Executive's initiatives and objectives. Work closely and effectively with the Executive to keep him/her well information of upcoming commitments and responsibilities, following up appropriately. Work collaboratively with the other three Executive Assistant's within the office of the shareholder. Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the Executive's ability to effectively lead the company. Prioritize conflicting needs; handle matters expeditiously, pro-actively, and follows-through on projects to successful completion, often with deadline pressures. Produce documents (PowerPoint, Excel, Word, etc.) with a high level of polish suitable for executive level review. Demonstrate ability to take information and concepts and translate them into professional level documents. Education/Certifications: Bachelor's Degree or some college course work in administrative and personnel management preferred. Certified Administrative Professional (CAP) designation preferred. Requirements: A minimum of three years' experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which at least two years involved administrative support work in an executive/senior management office for an academic or business office environment preferred. Experience supporting multiple executives and interacting with c-level executives and board members. Ability to stay calm under pressure and help find solutions when needed. Proficiency in Microsoft Office Suite. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. Willingness to work a flexible schedule. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Think critically and actively seek opportunities and propose solutions for both short and long-term objectives. LI-CM1 Campus: Administration Irvine Function: Administrative
Historic Tours of America
Saint Augustine, Florida
JOIN OUR FUN-EMPLOYED FAMILY! This is a GREAT opportunity to SHINE the spotlight on your ORGANIZATIONAL skills Come join the ranks of the FUN-employed at Historic Tours of America Job Summary Our ideal Executive Assistant to General Manager provides high-level administrative support by conducting research, preparing reports and PowerPoint presentations, updating social media accounts, handling media information requests, preparing correspondence, and handling customer complaints. Arrange meetings, teleconferences, and video calls. Assist with planning company events and parties. With or without the General Manager or other department heads, attends meetings, industry events, and openings outside of the workplace. This position must have exemplary organizational skills, presentation and speaking skills, strong computer, and smartphone skills, with the ability to convert files or videos to different formats, and work a flexible schedule. Employee Benefits Starting Rate $20.00 hourly Holiday Pay (Christmas & Thanksgiving) Paid Two Week Vacation & paid sick leave (5 days) We offer choice of two medical plans, dental, vision, and other supplemental benefits FREE Teledoc - 24 hr. access to doctor by phone/computer for employee & their dependents. Employer pays 100% 401K Plan Fun & Supportive Environment Discounts in retail stores FREE admission to all company attractions Free admission to all participating attractions through the Florida Attraction Association Attraction Share Program, including FREE or discounted admission for up to three accompanying guests. Flexible Scheduling Established & Financially Stable Company Operating tours, attractions and retail in Boston, Key West, Nashville, San Diego, St. Augustine, Savannah and Washington, DC since 1980 Operating tours, attractions and retail in Boston, Key West, Nashville, San Diego, St. Augustine, Savannah and Washington, DC since 1980! Start your new Career With Us Today! Eligibility requirements may apply Required Knowledge, Skills and Abilities Exemplary organizational skills High-level administrative support by conducting research, accurately preparing reports, updating the social media accounts, handling media information requests and PowerPoint presentations, preparing correspondence, and handling customer complaints High level knowledge of office equipment, practices and systems with exemplary computer skills/smart phone Ability to convert files or videos to different formats High level knowledge for updating/maintaining social media accounts Ability to arrange meetings, teleconferences, and video calls High level of presentation and public speaking abilities Ability to attend meetings, industry events, and openings outside of the workplace with or without the General Manager or other department heads Demonstrate accurate typing speed of 40 to 45 words per minute Ability to perform on-your-feet routine physical activity Ability to sit for long periods of times Ability to work independently over long periods of time within the scope of established rules and regulations to satisfy the needs of our guests Ability to read, write and speak fluent English in order to communicate with fellow CASTmembers and the general public Ability to work flexible shifts, including days, evenings, weekends and holidays Ability to lift up to 40 pounds Qualifications High school graduate or equivalent preferred Prior experience in clerical, secretarial, or business administration preferred Minimum of 2 years experience as an executive assistant Minimum of 1 years experience of project planning experience Advanced knowledge of Microsoft Office Suite Successful candidate must undergo a drug test and a background search
03/25/2024
Full time
JOIN OUR FUN-EMPLOYED FAMILY! This is a GREAT opportunity to SHINE the spotlight on your ORGANIZATIONAL skills Come join the ranks of the FUN-employed at Historic Tours of America Job Summary Our ideal Executive Assistant to General Manager provides high-level administrative support by conducting research, preparing reports and PowerPoint presentations, updating social media accounts, handling media information requests, preparing correspondence, and handling customer complaints. Arrange meetings, teleconferences, and video calls. Assist with planning company events and parties. With or without the General Manager or other department heads, attends meetings, industry events, and openings outside of the workplace. This position must have exemplary organizational skills, presentation and speaking skills, strong computer, and smartphone skills, with the ability to convert files or videos to different formats, and work a flexible schedule. Employee Benefits Starting Rate $20.00 hourly Holiday Pay (Christmas & Thanksgiving) Paid Two Week Vacation & paid sick leave (5 days) We offer choice of two medical plans, dental, vision, and other supplemental benefits FREE Teledoc - 24 hr. access to doctor by phone/computer for employee & their dependents. Employer pays 100% 401K Plan Fun & Supportive Environment Discounts in retail stores FREE admission to all company attractions Free admission to all participating attractions through the Florida Attraction Association Attraction Share Program, including FREE or discounted admission for up to three accompanying guests. Flexible Scheduling Established & Financially Stable Company Operating tours, attractions and retail in Boston, Key West, Nashville, San Diego, St. Augustine, Savannah and Washington, DC since 1980 Operating tours, attractions and retail in Boston, Key West, Nashville, San Diego, St. Augustine, Savannah and Washington, DC since 1980! Start your new Career With Us Today! Eligibility requirements may apply Required Knowledge, Skills and Abilities Exemplary organizational skills High-level administrative support by conducting research, accurately preparing reports, updating the social media accounts, handling media information requests and PowerPoint presentations, preparing correspondence, and handling customer complaints High level knowledge of office equipment, practices and systems with exemplary computer skills/smart phone Ability to convert files or videos to different formats High level knowledge for updating/maintaining social media accounts Ability to arrange meetings, teleconferences, and video calls High level of presentation and public speaking abilities Ability to attend meetings, industry events, and openings outside of the workplace with or without the General Manager or other department heads Demonstrate accurate typing speed of 40 to 45 words per minute Ability to perform on-your-feet routine physical activity Ability to sit for long periods of times Ability to work independently over long periods of time within the scope of established rules and regulations to satisfy the needs of our guests Ability to read, write and speak fluent English in order to communicate with fellow CASTmembers and the general public Ability to work flexible shifts, including days, evenings, weekends and holidays Ability to lift up to 40 pounds Qualifications High school graduate or equivalent preferred Prior experience in clerical, secretarial, or business administration preferred Minimum of 2 years experience as an executive assistant Minimum of 1 years experience of project planning experience Advanced knowledge of Microsoft Office Suite Successful candidate must undergo a drug test and a background search
Northeast Georgia Health System, Inc
Gainesville, Georgia
Job Category: Administrative & Clerical Work Shift/Schedule: 8 Hr Morning - Afternoon Northeast Georgia Health System is rooted in a foundation of improving the health of our communities. About the Role: Job Summary Works under the general direction of the President or Vice President exercises independent judgment regarding work and projects, providing personal secretarial services and administrative assistance, exercising initiative and sound judgment on a regular basis. The Administrative Assistant must project a positive and professional attitude and image and act with confidence and a high level of confidentiality. Typically has responsibility for coordinating and recording/maintaining minutes Board Subcommittees and/or one or more of the Board of Director meetings. Minimum Job Qualifications Licensure or other certifications: Educational Requirements: High School Diploma or GED Minimum Experience: Applicants to this position must have five (5) years recent administrative experience, including two (2) years at the executive level, in healthcare. Other: Preferred Job Qualifications Preferred Licensure or other certifications: Preferred Educational Requirements: Bachelors Degree Preferred Experience: Five (5) years administrative experience, including two (2) years at the executive level, in healthcare. Other: Job Specific and Unique Knowledge, Skills and Abilities Excellent written skills to compose routine letters, edit and proof business correspondence and reports Proficient in Microsoft Office suite (Word, Excel, Publisher, PowerPoint and Visio) Able to operate general office equipment and machinery. Excellent interpersonal skills and ability to motivate and influence others with diplomacy and tact in a diverse environment Exercise good judgment and problem solving skills Ability to take initiative, work independently, multi task, and prioritize, with little or no supervision Requires an in depth understanding of all company operations policies and procedures Able to manage confidential information with discretion Must be able regularly assume a broad variety of moderately complex administrative details, having moderate impact on costs Demonstrates initiative; must be able to anticipate needs and flex accordingly Essential Tasks and Responsibilities Manages calendars with proficient use of automated calendar management tools. Anticipates scheduling conflicts and works to resolve them appropriately (i.e. maintains an extremely high appointment volume and ever-changing calendar. Uses initiative and independent judgment on meeting times). Coordinates and organizes internal and/or external meetings, events, conferences, activities and functions. Configures room and equipment when required. Orders meals or supplies as necessary. Coordinates travel arrangements, including airline, hotel and car rental as needed. Takes initiative to reschedule standing and/or requested meetings to resolve conflicts in scheduling. Plans and prepares information needed in preparation of upcoming meetings. Routinely schedules meetings for the Vice President/President with Directors, Hospital Administrators, and Physicians. Ensures that the Leaders are kept abreast of meeting details and is able to identify potential areas of concern prior to commencement of the meeting. Composes, edits, and/or proofreads all correspondence, reports, forms, and other documentation as required, ensuring documents are professional in appearance, and any errors in spelling, composition, grammar, or formatting are detected and corrected prior to distribution. Answers telephones, screens and routes calls to appropriate area, takes and distributes messages, and returns phone calls as appropriate. Prepares data for projects and programs. Accurately records minutes at meetings when necessary. Promptly distributes minutes and provides follow-up on any action items. Assembles reports and other materials in advance of scheduled meetings. Ensures that all information is thoroughly researched, organized, and ready for presentation. Prepares the Vice President for any planned absences from the office. Assures all tasks have been delegated or assigned appropriately. Keeps appropriate parties informed of project status, goals, and objectives. Reconciles invoices and refers payment to accounts payable. Provides budget detail of expenses. Identifies variances and plans a course of action. Proactively works to investigate and resolve concerns with customers, employees, vendors and other contacts. Redirects as necessary and/or escalate issues as appropriate of importance. Receives and distributes office mail. Screens, prioritizes and routes incoming documents, and exercises discretion when handling sensitive and confidential material. Maintains an accurate and organized corporate filing system. Provides back up support to the front desk and assists other office/support staff as requested. Identifies a standard process for all routine office procedures implementing lean principles. Other Tasks and Responsibilities Function as liaison between the organization's Executive Team and Management. Acts as facilitator between Administration, the Board of Directors, Board committees, and internal committees/councils. Serve as an information resource by furnishing requested information and/or providing referral source as needed. Uses discretion and independent judgment on the type of information to be furnished and the methods of distribution. Responsible for revising and/or creating formal presentations. Assists the Vice President/President in the development of new programs by gathering and collecting data. Frequently researches industry standards and provides input that is progressive and supports organization initiatives. Creates reports and graphs using appropriate computer software. Provides basic analysis and interpretation of data collected. Keeps the Vice President/President informed of current project status. Alerts them to any projects that are not on target. Physical Demands Weight Lifted: Up to 20 lbs, Occasionally 0-30% of time Weight Carried: Up to 20 lbs, Occasionally 0-30% of time Vision: Moderate, Occasionally 0-30% of time Kneeling/Stooping/Bending: Occasionally 0-30% Standing/Walking: Occasionally 0-30% Pushing/Pulling: Occasionally 0-30% Intensity of Work: Frequently 31-65% Job Requires: Reading, Writing, Reasoning, Talking, Keyboarding Working at NGHS means being part of something special: a team invested in you as a person, an employee, and in helping you reach your goals. NGHS: Opportunities start here. Northeast Georgia Health System is an Equal Opportunity Employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.
03/23/2024
Full time
Job Category: Administrative & Clerical Work Shift/Schedule: 8 Hr Morning - Afternoon Northeast Georgia Health System is rooted in a foundation of improving the health of our communities. About the Role: Job Summary Works under the general direction of the President or Vice President exercises independent judgment regarding work and projects, providing personal secretarial services and administrative assistance, exercising initiative and sound judgment on a regular basis. The Administrative Assistant must project a positive and professional attitude and image and act with confidence and a high level of confidentiality. Typically has responsibility for coordinating and recording/maintaining minutes Board Subcommittees and/or one or more of the Board of Director meetings. Minimum Job Qualifications Licensure or other certifications: Educational Requirements: High School Diploma or GED Minimum Experience: Applicants to this position must have five (5) years recent administrative experience, including two (2) years at the executive level, in healthcare. Other: Preferred Job Qualifications Preferred Licensure or other certifications: Preferred Educational Requirements: Bachelors Degree Preferred Experience: Five (5) years administrative experience, including two (2) years at the executive level, in healthcare. Other: Job Specific and Unique Knowledge, Skills and Abilities Excellent written skills to compose routine letters, edit and proof business correspondence and reports Proficient in Microsoft Office suite (Word, Excel, Publisher, PowerPoint and Visio) Able to operate general office equipment and machinery. Excellent interpersonal skills and ability to motivate and influence others with diplomacy and tact in a diverse environment Exercise good judgment and problem solving skills Ability to take initiative, work independently, multi task, and prioritize, with little or no supervision Requires an in depth understanding of all company operations policies and procedures Able to manage confidential information with discretion Must be able regularly assume a broad variety of moderately complex administrative details, having moderate impact on costs Demonstrates initiative; must be able to anticipate needs and flex accordingly Essential Tasks and Responsibilities Manages calendars with proficient use of automated calendar management tools. Anticipates scheduling conflicts and works to resolve them appropriately (i.e. maintains an extremely high appointment volume and ever-changing calendar. Uses initiative and independent judgment on meeting times). Coordinates and organizes internal and/or external meetings, events, conferences, activities and functions. Configures room and equipment when required. Orders meals or supplies as necessary. Coordinates travel arrangements, including airline, hotel and car rental as needed. Takes initiative to reschedule standing and/or requested meetings to resolve conflicts in scheduling. Plans and prepares information needed in preparation of upcoming meetings. Routinely schedules meetings for the Vice President/President with Directors, Hospital Administrators, and Physicians. Ensures that the Leaders are kept abreast of meeting details and is able to identify potential areas of concern prior to commencement of the meeting. Composes, edits, and/or proofreads all correspondence, reports, forms, and other documentation as required, ensuring documents are professional in appearance, and any errors in spelling, composition, grammar, or formatting are detected and corrected prior to distribution. Answers telephones, screens and routes calls to appropriate area, takes and distributes messages, and returns phone calls as appropriate. Prepares data for projects and programs. Accurately records minutes at meetings when necessary. Promptly distributes minutes and provides follow-up on any action items. Assembles reports and other materials in advance of scheduled meetings. Ensures that all information is thoroughly researched, organized, and ready for presentation. Prepares the Vice President for any planned absences from the office. Assures all tasks have been delegated or assigned appropriately. Keeps appropriate parties informed of project status, goals, and objectives. Reconciles invoices and refers payment to accounts payable. Provides budget detail of expenses. Identifies variances and plans a course of action. Proactively works to investigate and resolve concerns with customers, employees, vendors and other contacts. Redirects as necessary and/or escalate issues as appropriate of importance. Receives and distributes office mail. Screens, prioritizes and routes incoming documents, and exercises discretion when handling sensitive and confidential material. Maintains an accurate and organized corporate filing system. Provides back up support to the front desk and assists other office/support staff as requested. Identifies a standard process for all routine office procedures implementing lean principles. Other Tasks and Responsibilities Function as liaison between the organization's Executive Team and Management. Acts as facilitator between Administration, the Board of Directors, Board committees, and internal committees/councils. Serve as an information resource by furnishing requested information and/or providing referral source as needed. Uses discretion and independent judgment on the type of information to be furnished and the methods of distribution. Responsible for revising and/or creating formal presentations. Assists the Vice President/President in the development of new programs by gathering and collecting data. Frequently researches industry standards and provides input that is progressive and supports organization initiatives. Creates reports and graphs using appropriate computer software. Provides basic analysis and interpretation of data collected. Keeps the Vice President/President informed of current project status. Alerts them to any projects that are not on target. Physical Demands Weight Lifted: Up to 20 lbs, Occasionally 0-30% of time Weight Carried: Up to 20 lbs, Occasionally 0-30% of time Vision: Moderate, Occasionally 0-30% of time Kneeling/Stooping/Bending: Occasionally 0-30% Standing/Walking: Occasionally 0-30% Pushing/Pulling: Occasionally 0-30% Intensity of Work: Frequently 31-65% Job Requires: Reading, Writing, Reasoning, Talking, Keyboarding Working at NGHS means being part of something special: a team invested in you as a person, an employee, and in helping you reach your goals. NGHS: Opportunities start here. Northeast Georgia Health System is an Equal Opportunity Employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.
Description This Executive Assistant position might be right for you if you want to work at a large, dynamic firm in the Hotels field! It is essential that this role be filled by someone professional and highly-skilled, and ready to maintain various administrative duties for executive management. Candidates looking for long-term contract / temporary to hire employment might want to consider this Executive Assistant position in the Broomfield, Colorado area. What you get to do every day - Screen calls - Setting up presentations - Make travel and meeting arrangements - Produce reports and financial data - Teach and manage other support staff and customer relations Requirements - Demonstrated knowledge of Microsoft Office Suites - Adeptness in Microsoft Excel - Email Correspondence experience highly desired - Foundational knowledge in Schedule Meetings - Expense Reporting experience - Calendar Management experience - Book Travel Arrangements experience preferred - General familiarity with Microsoft Word - Familiarity with using the internet for research tasks - Top-notch organizational skills, ability to multitask, an eye for detail and previous project management experience This position offers great career growth and an opportunity to directly support senior management in a dynamic firm with competitive compensation! If you are a driven individual who is passionate about growing your career as an Executive Assistant in a quality environment, we would love to hear from you! Contact us today! . Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles. Robert Half puts you in the best position to succeed by advocating on your behalf and promoting you to employers. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - even on the go. Download the Robert Half app and get 1-tap apply, instant notifications for AI-matched jobs, and more. Questions? Call your local office at 1.. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals. Visit for more information. 2021 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use () .
02/22/2022
Full time
Description This Executive Assistant position might be right for you if you want to work at a large, dynamic firm in the Hotels field! It is essential that this role be filled by someone professional and highly-skilled, and ready to maintain various administrative duties for executive management. Candidates looking for long-term contract / temporary to hire employment might want to consider this Executive Assistant position in the Broomfield, Colorado area. What you get to do every day - Screen calls - Setting up presentations - Make travel and meeting arrangements - Produce reports and financial data - Teach and manage other support staff and customer relations Requirements - Demonstrated knowledge of Microsoft Office Suites - Adeptness in Microsoft Excel - Email Correspondence experience highly desired - Foundational knowledge in Schedule Meetings - Expense Reporting experience - Calendar Management experience - Book Travel Arrangements experience preferred - General familiarity with Microsoft Word - Familiarity with using the internet for research tasks - Top-notch organizational skills, ability to multitask, an eye for detail and previous project management experience This position offers great career growth and an opportunity to directly support senior management in a dynamic firm with competitive compensation! If you are a driven individual who is passionate about growing your career as an Executive Assistant in a quality environment, we would love to hear from you! Contact us today! . Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles. Robert Half puts you in the best position to succeed by advocating on your behalf and promoting you to employers. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - even on the go. Download the Robert Half app and get 1-tap apply, instant notifications for AI-matched jobs, and more. Questions? Call your local office at 1.. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals. Visit for more information. 2021 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use () .
Great job opportunity for a New York City-based university, we are looking for strong and experienced admins to provide administrative support to the faculty. This position is paying up to $62,000/yr ( OR $34.17 per hour) Responsibilities include but are not limited to: - Providing executive-level of administrative support to the Dean?s Office including managing the Dean?s calendar, making travel arrangements, preparation of expense reimbursements, and similar duties. - Overseeing and managing the systems and reporting tools used to support faculty appointments, activity tracking, tenure, promotion review, and recruitment of faculty. - Maintaining and updating financial databases, the preparation and distribution of routine, and non-routine reports as well as monitoring the School?s Programs budget. Minimum Requirements: Bachelor's degree and/or equivalent 3-5 yrs of related experience. Excellent oral and written communication skills, Strong computer proficiency (Microsoft Suite). Attention to detail, the ability to prioritize multiple tasks to meet deadlines, the ability to function independently, and to exercise discretion and judgment in sensitive and confidential matters. Knowledge of University systems is preferred. APPLY NOW FOR IMMEDIATE INTERVIEW! AppleOne is proud to be an Equal Opportunity Employer. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment qualified applicants with arrest and conviction records. 0-1 years
11/10/2021
Full time
Great job opportunity for a New York City-based university, we are looking for strong and experienced admins to provide administrative support to the faculty. This position is paying up to $62,000/yr ( OR $34.17 per hour) Responsibilities include but are not limited to: - Providing executive-level of administrative support to the Dean?s Office including managing the Dean?s calendar, making travel arrangements, preparation of expense reimbursements, and similar duties. - Overseeing and managing the systems and reporting tools used to support faculty appointments, activity tracking, tenure, promotion review, and recruitment of faculty. - Maintaining and updating financial databases, the preparation and distribution of routine, and non-routine reports as well as monitoring the School?s Programs budget. Minimum Requirements: Bachelor's degree and/or equivalent 3-5 yrs of related experience. Excellent oral and written communication skills, Strong computer proficiency (Microsoft Suite). Attention to detail, the ability to prioritize multiple tasks to meet deadlines, the ability to function independently, and to exercise discretion and judgment in sensitive and confidential matters. Knowledge of University systems is preferred. APPLY NOW FOR IMMEDIATE INTERVIEW! AppleOne is proud to be an Equal Opportunity Employer. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment qualified applicants with arrest and conviction records. 0-1 years
Requisition ID: Category: Administrative Services Location: Redondo Beach - CA, United States of America Citizenship Required: United States Citizenship Clearance Type: None Telecommute: No- Teleworking not available for this position Shift: 1st Shift (United States of America) Travel Required: Yes, 10% of the Time Positions Available: 1 At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work - and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history. Northrop Grumman Space Systems has an opening for an Administrative Assistant 4 to join our team of qualified, diverse individuals. This position will be located in Redondo Beach, CA. This is an excellent opportunity to support the Assistant Project Manager for the Ground Element Hardware and Acquisitions organization. The successful candidate will be a vital member of the team, performing in an administrative leadership role, which involves: high-level contacts and exposure to sensitive program, customer, new business, personnel and technical information, necessitating considerable use of tact, diplomacy, discretion, and judgment communicating effectively and professionally with executive, customer, supplier, staff, support and administrative personnel to gather or convey relevant information responsible for maintaining Management staff schedule answering phones, monitoring emails, coordinating critical customer and management visits/meetings/briefings/presentations supporting positive customer relationships, and coordinating occasional GE events, often time sensitive. Coordinates frequent, often dynamic travel arrangements, expense reports and routine and non-routine correspondence. The successful candidate must be proactive, well-organized, and dependable and have the ability to work with minimal supervision. Candidate must be a team player, possess effective communication and excellent interpersonal skills and be able to demonstrate mature leadership capabilities. The position requires a high degree of professionalism, presence, flexibility, diplomacy, judgment, discretion, and the ability to multitask and work independently. Must have the ability to filter high traffic correspondence and contacts, and coordinate high volume of travel (both domestic and on occasion international). Must be effective at coordination/hosting meetings as required, and be able to interface with all levels of management and customers.Basic Qualifications: High School Diploma or equivalent and at least 6 years of additional education and/or relevant experience Advanced use of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) or equivalent Experience with travel booking and expense report tools (Concur or similar) Experience with purchasing tools (iBuy, SAP, or similar) Candidate must be able to obtain and maintain an active U.S. Government security clearance at the Top Secret level with a background investigation date within 6 years, OR must be able to obtain and maintain an active U.S. Government SCI access with a Single Scope Background Investigation (SSBI) completed within the last 5 years. Preferred Qualifications: Experience in an Director or Executive level administrative assistant position Typing proficiency at least 50 WPM Working knowledge of Northrop Grumman policies and procedures Salary Range: 63800 - 106300 Employees may be eligible for a discretionary bonus in addition to base pay. Annual bonuses are designed to reward individual contributions as well as allow employees to share in company results. Employees in Vice President or Director positions may be eligible for Long Term Incentives. In addition, Northrop Grumman provides a variety of benefits including health insurance coverage, life and disability insurance, savings plan, Company paid holidays and paid time off (PTO) for vacation and/or personal business. Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions.
11/09/2021
Full time
Requisition ID: Category: Administrative Services Location: Redondo Beach - CA, United States of America Citizenship Required: United States Citizenship Clearance Type: None Telecommute: No- Teleworking not available for this position Shift: 1st Shift (United States of America) Travel Required: Yes, 10% of the Time Positions Available: 1 At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work - and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history. Northrop Grumman Space Systems has an opening for an Administrative Assistant 4 to join our team of qualified, diverse individuals. This position will be located in Redondo Beach, CA. This is an excellent opportunity to support the Assistant Project Manager for the Ground Element Hardware and Acquisitions organization. The successful candidate will be a vital member of the team, performing in an administrative leadership role, which involves: high-level contacts and exposure to sensitive program, customer, new business, personnel and technical information, necessitating considerable use of tact, diplomacy, discretion, and judgment communicating effectively and professionally with executive, customer, supplier, staff, support and administrative personnel to gather or convey relevant information responsible for maintaining Management staff schedule answering phones, monitoring emails, coordinating critical customer and management visits/meetings/briefings/presentations supporting positive customer relationships, and coordinating occasional GE events, often time sensitive. Coordinates frequent, often dynamic travel arrangements, expense reports and routine and non-routine correspondence. The successful candidate must be proactive, well-organized, and dependable and have the ability to work with minimal supervision. Candidate must be a team player, possess effective communication and excellent interpersonal skills and be able to demonstrate mature leadership capabilities. The position requires a high degree of professionalism, presence, flexibility, diplomacy, judgment, discretion, and the ability to multitask and work independently. Must have the ability to filter high traffic correspondence and contacts, and coordinate high volume of travel (both domestic and on occasion international). Must be effective at coordination/hosting meetings as required, and be able to interface with all levels of management and customers.Basic Qualifications: High School Diploma or equivalent and at least 6 years of additional education and/or relevant experience Advanced use of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) or equivalent Experience with travel booking and expense report tools (Concur or similar) Experience with purchasing tools (iBuy, SAP, or similar) Candidate must be able to obtain and maintain an active U.S. Government security clearance at the Top Secret level with a background investigation date within 6 years, OR must be able to obtain and maintain an active U.S. Government SCI access with a Single Scope Background Investigation (SSBI) completed within the last 5 years. Preferred Qualifications: Experience in an Director or Executive level administrative assistant position Typing proficiency at least 50 WPM Working knowledge of Northrop Grumman policies and procedures Salary Range: 63800 - 106300 Employees may be eligible for a discretionary bonus in addition to base pay. Annual bonuses are designed to reward individual contributions as well as allow employees to share in company results. Employees in Vice President or Director positions may be eligible for Long Term Incentives. In addition, Northrop Grumman provides a variety of benefits including health insurance coverage, life and disability insurance, savings plan, Company paid holidays and paid time off (PTO) for vacation and/or personal business. Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions.
Overview The overall purpose of this job is to provide support for both sales and administration for leadership and staff in a community. Sales responsibilities of this job include assembling sales packets, organizing marketing events, scheduling tours, answering questions from prospects and conducting community tours if/as the need arises. The role will provide equal amounts of time supporting both the operations of the community as well as the community Senior Living Consultant. This role reports to the Senior Living Consultant. Administrative responsibilities include providing clerical and administrative support to management, generating reports, keeping records, coordinating activities, supporting special projects, and maintaining a dependable and efficient workspace. Supports and lives out Immanuel's Mission and CHRIST Promises. Responsibilities Key Areas Key Responsibilities and Duties of the Job Front Desk Support (when needed) Answers and directs phone calls to appropriate parties or takes messages. Greets visitors, residents, guests, families, and vendors; provides assistance or defers as appropriate. Sales Support Answers sales calls and assists in light-discovery with prospects and families as needed. Assists prospects with information as determined by the Senior Living Consultant (SLC). Responsible in understanding and using Immanuel's DEI sales fundamentals to provide support. Responsible in assisting SLC in maintaining and keeping Customer Relationship Management (CRM) system current and accurate. Assembles sales and other promotional materials for sales process. Organizes and supports day-of activities for marketing events at direction of SLC. Manages marketing and promotional item inventory, coordinating with home office to maintain inventory levels. Conducts prospect/family and sales discussions tours when the SLC is unavailable. Answers prospect/family questions when SLC is unavailable. Office Support Completes administrative tasks for management and staff as needed. Serves as point-of-contact for questions and concerns from interested parties (as assigned). Drafts, copies and distributes documents (e.g. community calendars, resident memos, bulletin board notices) to appropriate audiences, as needed. Sorts and forwards mail, interoffice envelopes, and other business related items. Provides backup support when needs arise. Office Maintenance Maintains office equipment including arranging service calls, trouble shooting, and refilling paper, toner, etc. Maintains office supply inventory by ordering, distributing, and storing supplies. Special Projects Supports special projects as determined by SLC and Executive Director. Coordinates or assists with activities for employees or residents at the direction of Executive Director. Other Performs other duties as assigned or requested by supervisor and Executive Director. Qualifications Education- Associate's degree in marketing, communication, public relations, or a related field. Equivalent years of experience may be substituted for education requirement Experience- Two (2) years of direct administrative/secretarial or related experience is required. Equivalent years of education may substitute for experience requirement. KSA- Knowledge Skills and Abilities- Knowledge of phone systems and phone etiquette. Skills in all Microsoft Office suite offerings, including: Outlook, Word, Excel, Publisher, etc. Skills in database entry, ability to quickly learn CRM. Skills in editing documents for proper punctuation and spelling. Skills in providing excellent customer service. Skills in professional written and verbal communication. Ability to pay attention to detail . Ability to prioritize, multitask, and to be organized. Ability to remain flexible/adaptable as daily priorities change. Ability to work with all types of people in a professional and courteous manner. Ability to work with frequent interruptions. Ability to take initiative to follow through in completing task/projects as assigned.
10/19/2021
Full time
Overview The overall purpose of this job is to provide support for both sales and administration for leadership and staff in a community. Sales responsibilities of this job include assembling sales packets, organizing marketing events, scheduling tours, answering questions from prospects and conducting community tours if/as the need arises. The role will provide equal amounts of time supporting both the operations of the community as well as the community Senior Living Consultant. This role reports to the Senior Living Consultant. Administrative responsibilities include providing clerical and administrative support to management, generating reports, keeping records, coordinating activities, supporting special projects, and maintaining a dependable and efficient workspace. Supports and lives out Immanuel's Mission and CHRIST Promises. Responsibilities Key Areas Key Responsibilities and Duties of the Job Front Desk Support (when needed) Answers and directs phone calls to appropriate parties or takes messages. Greets visitors, residents, guests, families, and vendors; provides assistance or defers as appropriate. Sales Support Answers sales calls and assists in light-discovery with prospects and families as needed. Assists prospects with information as determined by the Senior Living Consultant (SLC). Responsible in understanding and using Immanuel's DEI sales fundamentals to provide support. Responsible in assisting SLC in maintaining and keeping Customer Relationship Management (CRM) system current and accurate. Assembles sales and other promotional materials for sales process. Organizes and supports day-of activities for marketing events at direction of SLC. Manages marketing and promotional item inventory, coordinating with home office to maintain inventory levels. Conducts prospect/family and sales discussions tours when the SLC is unavailable. Answers prospect/family questions when SLC is unavailable. Office Support Completes administrative tasks for management and staff as needed. Serves as point-of-contact for questions and concerns from interested parties (as assigned). Drafts, copies and distributes documents (e.g. community calendars, resident memos, bulletin board notices) to appropriate audiences, as needed. Sorts and forwards mail, interoffice envelopes, and other business related items. Provides backup support when needs arise. Office Maintenance Maintains office equipment including arranging service calls, trouble shooting, and refilling paper, toner, etc. Maintains office supply inventory by ordering, distributing, and storing supplies. Special Projects Supports special projects as determined by SLC and Executive Director. Coordinates or assists with activities for employees or residents at the direction of Executive Director. Other Performs other duties as assigned or requested by supervisor and Executive Director. Qualifications Education- Associate's degree in marketing, communication, public relations, or a related field. Equivalent years of experience may be substituted for education requirement Experience- Two (2) years of direct administrative/secretarial or related experience is required. Equivalent years of education may substitute for experience requirement. KSA- Knowledge Skills and Abilities- Knowledge of phone systems and phone etiquette. Skills in all Microsoft Office suite offerings, including: Outlook, Word, Excel, Publisher, etc. Skills in database entry, ability to quickly learn CRM. Skills in editing documents for proper punctuation and spelling. Skills in providing excellent customer service. Skills in professional written and verbal communication. Ability to pay attention to detail . Ability to prioritize, multitask, and to be organized. Ability to remain flexible/adaptable as daily priorities change. Ability to work with all types of people in a professional and courteous manner. Ability to work with frequent interruptions. Ability to take initiative to follow through in completing task/projects as assigned.
At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work - and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history. Climb to new heights on your journey when you start Defining Possible with Northrop Grumman. Enjoy a purposeful career in aeronautics that is crucial to the way we connect and protect our world across land, sea, and air. Bring your experience and take advantage of this opportunity to discover how you can start to push past possible and achieve your goals today. Enjoy a diverse, collaborative environment with professionals across the nation ready to help launch your career. Northrop Grumman's Aeronautics Systems sector is currently hiring an Administrative Assistant to support the Vice President of Logistics & Modernization. This role is part of our team of qualified, diverse, individuals on the AS Engineering Program and will be located in Redondo Beach, CA. In this role, the selected candidate will: - Be responsible for providing high-level administrative support, which involves interaction with internal and external customers, and exposure to sensitive information necessitat ing considerable use of tact, diplomacy, and discretion. - Be an expert multi-tasker with a strong sense of urgency. - Have ownership of their role by conveying a strong sense of judgment and critical thinking. - Have excellent follow up skills and a strong sense of initiative to remain several steps ahead of a very busy calendar. - Be tech savvy and able to learn business systems quickly. Responsibilities include, but are not limited to: - Managing and maintaining the Vice President's calendar, including de-conflicting meetings and prioritizing/rescheduling accordingly. - Planning and scheduling executive travel and preparing expense reports using Concur. - Daily administrative duties including answering phones, screening calls, maintaining the filing system, and ordering office supplies. - Providing support and logistics for all customer visits and internal/external meetings. - Utilization of various PC software packages to produce high quality reports, presentations or other documents. - Responsible for reserving conference rooms as needed for the Vice President's meetings. - Collaborating with other administrative professionals in related organizations. - Demonstrating a wide and comprehensive acquaintance with and understanding of all aspects of the job and the practical application to complex problems and situations ordinarily encountered. - Ability to work with minimal supervision, prioritizing multiple tasks with competing deadlines. Basic Qualifications: - Must have a High School diploma and/or GED AND 6 years of related administrative experience including a background supporting Senior Level Executives, OR a Bachelor's degree AND 2 years of related administrative experience including a background supporting Senior Level Executives. - Must have at least 1 year of advanced experience with MS Office Suite, including Word, Excel, PowerPoint, and Outlook, with ability to create and manipulate deliverables utilizing the software. - Experience with systems such as Concur and SharePoint. - Must be able to attain and maintain an active DoD Secret clearance. Preferred Qualifications: - Experience in Administrative support roles at the Executive level - Bachelor's degree in Business Administration or Management - Active DoD Secret Clearance (or higher) - Extensive experience with Concur Software, SharePoint Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opp ortunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions. Employees may be eligible for a discretionary bonus in addition to base pay. Annual bonuses are designed to reward individual contributions as well as allow employees to share in company results. Employees in Vice President or Director positions may be eligible for Long Term Incentives. In addition, Northrop Grumman provides a variety of benefits including health insurance coverage, life and disability insurance, savings plan, Company paid holidays and paid time off (PTO) for vacation and/or personal business. Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions.
09/25/2021
Full time
At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work - and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history. Climb to new heights on your journey when you start Defining Possible with Northrop Grumman. Enjoy a purposeful career in aeronautics that is crucial to the way we connect and protect our world across land, sea, and air. Bring your experience and take advantage of this opportunity to discover how you can start to push past possible and achieve your goals today. Enjoy a diverse, collaborative environment with professionals across the nation ready to help launch your career. Northrop Grumman's Aeronautics Systems sector is currently hiring an Administrative Assistant to support the Vice President of Logistics & Modernization. This role is part of our team of qualified, diverse, individuals on the AS Engineering Program and will be located in Redondo Beach, CA. In this role, the selected candidate will: - Be responsible for providing high-level administrative support, which involves interaction with internal and external customers, and exposure to sensitive information necessitat ing considerable use of tact, diplomacy, and discretion. - Be an expert multi-tasker with a strong sense of urgency. - Have ownership of their role by conveying a strong sense of judgment and critical thinking. - Have excellent follow up skills and a strong sense of initiative to remain several steps ahead of a very busy calendar. - Be tech savvy and able to learn business systems quickly. Responsibilities include, but are not limited to: - Managing and maintaining the Vice President's calendar, including de-conflicting meetings and prioritizing/rescheduling accordingly. - Planning and scheduling executive travel and preparing expense reports using Concur. - Daily administrative duties including answering phones, screening calls, maintaining the filing system, and ordering office supplies. - Providing support and logistics for all customer visits and internal/external meetings. - Utilization of various PC software packages to produce high quality reports, presentations or other documents. - Responsible for reserving conference rooms as needed for the Vice President's meetings. - Collaborating with other administrative professionals in related organizations. - Demonstrating a wide and comprehensive acquaintance with and understanding of all aspects of the job and the practical application to complex problems and situations ordinarily encountered. - Ability to work with minimal supervision, prioritizing multiple tasks with competing deadlines. Basic Qualifications: - Must have a High School diploma and/or GED AND 6 years of related administrative experience including a background supporting Senior Level Executives, OR a Bachelor's degree AND 2 years of related administrative experience including a background supporting Senior Level Executives. - Must have at least 1 year of advanced experience with MS Office Suite, including Word, Excel, PowerPoint, and Outlook, with ability to create and manipulate deliverables utilizing the software. - Experience with systems such as Concur and SharePoint. - Must be able to attain and maintain an active DoD Secret clearance. Preferred Qualifications: - Experience in Administrative support roles at the Executive level - Bachelor's degree in Business Administration or Management - Active DoD Secret Clearance (or higher) - Extensive experience with Concur Software, SharePoint Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opp ortunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions. Employees may be eligible for a discretionary bonus in addition to base pay. Annual bonuses are designed to reward individual contributions as well as allow employees to share in company results. Employees in Vice President or Director positions may be eligible for Long Term Incentives. In addition, Northrop Grumman provides a variety of benefits including health insurance coverage, life and disability insurance, savings plan, Company paid holidays and paid time off (PTO) for vacation and/or personal business. Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions.
At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work - and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history. Climb to new heights on your journey when you start Defining Possible with Northrop Grumman. Enjoy a purposeful career in aeronautics that is crucial to the way we connect and protect our world across land, sea, and air. Bring your experience and take advantage of this opportunity to discover how you can start to push past possible and achieve your goals today. Enjoy a diverse, collaborative environment with professionals across the nation ready to help launch your career. Northrop Grumman's Aeronautics Systems sector is currently hiring an Administrative Assistant to support the Vice President of Logistics & Modernization. This role is part of our team of qualified, diverse, individuals on the AS Engineering Program and will be located in Redondo Beach, CA. In this role, the selected candidate will: - Be responsible for providing high-level administrative support, which involves interaction with internal and external customers, and exposure to sensitive information necessitat ing considerable use of tact, diplomacy, and discretion. - Be an expert multi-tasker with a strong sense of urgency. - Have ownership of their role by conveying a strong sense of judgment and critical thinking. - Have excellent follow up skills and a strong sense of initiative to remain several steps ahead of a very busy calendar. - Be tech savvy and able to learn business systems quickly. Responsibilities include, but are not limited to: - Managing and maintaining the Vice President's calendar, including de-conflicting meetings and prioritizing/rescheduling accordingly. - Planning and scheduling executive travel and preparing expense reports using Concur. - Daily administrative duties including answering phones, screening calls, maintaining the filing system, and ordering office supplies. - Providing support and logistics for all customer visits and internal/external meetings. - Utilization of various PC software packages to produce high quality reports, presentations or other documents. - Responsible for reserving conference rooms as needed for the Vice President's meetings. - Collaborating with other administrative professionals in related organizations. - Demonstrating a wide and comprehensive acquaintance with and understanding of all aspects of the job and the practical application to complex problems and situations ordinarily encountered. - Ability to work with minimal supervision, prioritizing multiple tasks with competing deadlines. Basic Qualifications: - Must have a High School diploma and/or GED AND 6 years of related administrative experience including a background supporting Senior Level Executives, OR a Bachelor's degree AND 2 years of related administrative experience including a background supporting Senior Level Executives. - Must have at least 1 year of advanced experience with MS Office Suite, including Word, Excel, PowerPoint, and Outlook, with ability to create and manipulate deliverables utilizing the software. - Experience with systems such as Concur and SharePoint. - Must be able to attain and maintain an active DoD Secret clearance. Preferred Qualifications: - Experience in Administrative support roles at the Executive level - Bachelor's degree in Business Administration or Management - Active DoD Secret Clearance (or higher) - Extensive experience with Concur Software, SharePoint Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opp ortunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions. Employees may be eligible for a discretionary bonus in addition to base pay. Annual bonuses are designed to reward individual contributions as well as allow employees to share in company results. Employees in Vice President or Director positions may be eligible for Long Term Incentives. In addition, Northrop Grumman provides a variety of benefits including health insurance coverage, life and disability insurance, savings plan, Company paid holidays and paid time off (PTO) for vacation and/or personal business. Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions.
09/25/2021
Full time
At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work - and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history. Climb to new heights on your journey when you start Defining Possible with Northrop Grumman. Enjoy a purposeful career in aeronautics that is crucial to the way we connect and protect our world across land, sea, and air. Bring your experience and take advantage of this opportunity to discover how you can start to push past possible and achieve your goals today. Enjoy a diverse, collaborative environment with professionals across the nation ready to help launch your career. Northrop Grumman's Aeronautics Systems sector is currently hiring an Administrative Assistant to support the Vice President of Logistics & Modernization. This role is part of our team of qualified, diverse, individuals on the AS Engineering Program and will be located in Redondo Beach, CA. In this role, the selected candidate will: - Be responsible for providing high-level administrative support, which involves interaction with internal and external customers, and exposure to sensitive information necessitat ing considerable use of tact, diplomacy, and discretion. - Be an expert multi-tasker with a strong sense of urgency. - Have ownership of their role by conveying a strong sense of judgment and critical thinking. - Have excellent follow up skills and a strong sense of initiative to remain several steps ahead of a very busy calendar. - Be tech savvy and able to learn business systems quickly. Responsibilities include, but are not limited to: - Managing and maintaining the Vice President's calendar, including de-conflicting meetings and prioritizing/rescheduling accordingly. - Planning and scheduling executive travel and preparing expense reports using Concur. - Daily administrative duties including answering phones, screening calls, maintaining the filing system, and ordering office supplies. - Providing support and logistics for all customer visits and internal/external meetings. - Utilization of various PC software packages to produce high quality reports, presentations or other documents. - Responsible for reserving conference rooms as needed for the Vice President's meetings. - Collaborating with other administrative professionals in related organizations. - Demonstrating a wide and comprehensive acquaintance with and understanding of all aspects of the job and the practical application to complex problems and situations ordinarily encountered. - Ability to work with minimal supervision, prioritizing multiple tasks with competing deadlines. Basic Qualifications: - Must have a High School diploma and/or GED AND 6 years of related administrative experience including a background supporting Senior Level Executives, OR a Bachelor's degree AND 2 years of related administrative experience including a background supporting Senior Level Executives. - Must have at least 1 year of advanced experience with MS Office Suite, including Word, Excel, PowerPoint, and Outlook, with ability to create and manipulate deliverables utilizing the software. - Experience with systems such as Concur and SharePoint. - Must be able to attain and maintain an active DoD Secret clearance. Preferred Qualifications: - Experience in Administrative support roles at the Executive level - Bachelor's degree in Business Administration or Management - Active DoD Secret Clearance (or higher) - Extensive experience with Concur Software, SharePoint Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opp ortunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions. Employees may be eligible for a discretionary bonus in addition to base pay. Annual bonuses are designed to reward individual contributions as well as allow employees to share in company results. Employees in Vice President or Director positions may be eligible for Long Term Incentives. In addition, Northrop Grumman provides a variety of benefits including health insurance coverage, life and disability insurance, savings plan, Company paid holidays and paid time off (PTO) for vacation and/or personal business. Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions.
We have an immediate temp to hire opportunity for a Senior Administrative Assistant in University City Philadelphia. Our client is growing progressive international Biotechnology Company developing testing for pathogens in wine, beer as well as other consumables. Pay Rate: $25/Hr. Big Picture Skills: The Administrative Assistant is responsible for providing various administrative and clerical services in order to ensure effective and efficient operations. His/her direct reporting will be to the Operations Director of the company. What You'll Be Doing: Represent executives and company by welcoming visitors and high-level clients Support HR onboarding and reporting metrics Schedule C Level calendar and travel plans Screen and prioritize communications Manage reporting and reimbursement of C Level expenses Maintain knowledge of company operations, departments, organization and executive's direct reports Coordinate scheduling conference rooms and internal notification to company of visitors and agendas Assist with planning and coordination of team member recognition and company events Maintain inventory of company office and kitchen supplies Support purchasing activities and master data management Skills and Qualifications: Minimum of 2 years administrative experience. NETSUITE ERP experience and MS office Suite a plus Fluent in English French a plus, not necessary What You Need to Bring to the Table: Excellent computer, communication, interpersonal, and organizational skills required. Education: High School Diploma and some College experience is a plus Opportunity is Calling, Apply Now! Recruiter: Chris Aiello Yoh makes finding and applying for jobs simple. Partner with Yoh to find the right opportunities across multiple industries in the US and UK. Find out more here! #CB-SA #Mon-SA #IND-SA #Zip-SA
09/25/2021
Full time
We have an immediate temp to hire opportunity for a Senior Administrative Assistant in University City Philadelphia. Our client is growing progressive international Biotechnology Company developing testing for pathogens in wine, beer as well as other consumables. Pay Rate: $25/Hr. Big Picture Skills: The Administrative Assistant is responsible for providing various administrative and clerical services in order to ensure effective and efficient operations. His/her direct reporting will be to the Operations Director of the company. What You'll Be Doing: Represent executives and company by welcoming visitors and high-level clients Support HR onboarding and reporting metrics Schedule C Level calendar and travel plans Screen and prioritize communications Manage reporting and reimbursement of C Level expenses Maintain knowledge of company operations, departments, organization and executive's direct reports Coordinate scheduling conference rooms and internal notification to company of visitors and agendas Assist with planning and coordination of team member recognition and company events Maintain inventory of company office and kitchen supplies Support purchasing activities and master data management Skills and Qualifications: Minimum of 2 years administrative experience. NETSUITE ERP experience and MS office Suite a plus Fluent in English French a plus, not necessary What You Need to Bring to the Table: Excellent computer, communication, interpersonal, and organizational skills required. Education: High School Diploma and some College experience is a plus Opportunity is Calling, Apply Now! Recruiter: Chris Aiello Yoh makes finding and applying for jobs simple. Partner with Yoh to find the right opportunities across multiple industries in the US and UK. Find out more here! #CB-SA #Mon-SA #IND-SA #Zip-SA
Overview: McCormick Taylor is a full-service civil engineering firm providing creative design, planning, and environmental solutions to the challenges of everyday life. Since 1946, we've focused on our relationships with people-our clients, our employees, and the communities we serve. Our Executive Assistant team provides high-level administrative support to our Executive Team, which includes the two Owners, C-Suite and Senior Executive Staff. The primary function for this role will involve heavy calendaring and administrative support. This new team member will report to our Senior Executive Assistant but will need to have the capacity to provide support to one or more members of the Executive Team. This Executive Assistant will also serve as a liaison to other senior management teams; must be creative and enjoy working within an entrepreneurial environment. The ideal candidate will have the ability to exercise good judgment in a wide range of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to effectively prioritize tasks. Responsibilities: Serve as gatekeeper and point-of-contact for our Executive Team, modeling utmost confidentiality and professionalism. Proactively anticipate needs of our Executive Team. Provide coverage and administrative support for other members of the Executive Assistant Team as needed, including professional and personal support to the Owners. Own and proactively manage an ever-changing calendar of internal and external meetings for multiple executives with attention to accuracy, detail and allocation of time and resources to promote productivity and successful execution. Make recommendations related to scheduling, communication, travel, and processes. Perform general administrative activities including screening calls and correspondence as the first point of contact, direct inquiries and determine proper course of action, correspond with executives, staff, clients, vendors, and other external points of contact, etc. General clerical duties to include scanning, mailing, printing, and filing. Creates and proofreads work instructions, user manuals, templates, memos, e-mails, and policies. Arrange all travel and accommodations Contact management Monthly accounting processing including credit card recaps. Coordinates and executes department events/socials. Assists in planning company-wide events. Requirements: Must be able to demonstrate friendliness, patience, courtesy, and discretion. Self-starter, able to work effectively both independently and as part of a team. Strong organizational, communication and problem-solving skills. Excellent time management skills with ability to juggle multiple priorities. Ability to anticipate operational needs and the willingness to proactively take on new tasks to assist with strategic company goals. Qualifications: Minimum of 5 years of related experience working in an Executive Assistant role supporting C-Level executives, owners, partners or senior staff. Strong computer skills, including proficiency in Microsoft Office. Intermediate knowledge of Microsoft Excel is required. Excellent written and oral communication skills. Local to the Philadelphia area - This role will be able to primarily function with a hybrid work model, but must be able to report to the Philadelphia headquarters as needed and sometimes on short notice. Ability to be available during standard business hours and occasional overtime to meet business needs. Preferred Qualifications: Bachelor's degree in Business Administration, Communications, or similar field is preferred, but not required. McCormick Taylor is an Equal Opportunity Employer that strongly supports and celebrates the unique backgrounds of all of our employees and our applicants. Our commitment to inclusion spans age, race, gender identity, sexual orientation, nationality, religion, and physical and mental ability. Our focus is on building a culture that promotes, supports, and values the diverse backgrounds and voices of our employees so that everyone feels welcome and can succeed. We strive to build a diverse workforce that is representative of the communities we serve.
09/25/2021
Full time
Overview: McCormick Taylor is a full-service civil engineering firm providing creative design, planning, and environmental solutions to the challenges of everyday life. Since 1946, we've focused on our relationships with people-our clients, our employees, and the communities we serve. Our Executive Assistant team provides high-level administrative support to our Executive Team, which includes the two Owners, C-Suite and Senior Executive Staff. The primary function for this role will involve heavy calendaring and administrative support. This new team member will report to our Senior Executive Assistant but will need to have the capacity to provide support to one or more members of the Executive Team. This Executive Assistant will also serve as a liaison to other senior management teams; must be creative and enjoy working within an entrepreneurial environment. The ideal candidate will have the ability to exercise good judgment in a wide range of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to effectively prioritize tasks. Responsibilities: Serve as gatekeeper and point-of-contact for our Executive Team, modeling utmost confidentiality and professionalism. Proactively anticipate needs of our Executive Team. Provide coverage and administrative support for other members of the Executive Assistant Team as needed, including professional and personal support to the Owners. Own and proactively manage an ever-changing calendar of internal and external meetings for multiple executives with attention to accuracy, detail and allocation of time and resources to promote productivity and successful execution. Make recommendations related to scheduling, communication, travel, and processes. Perform general administrative activities including screening calls and correspondence as the first point of contact, direct inquiries and determine proper course of action, correspond with executives, staff, clients, vendors, and other external points of contact, etc. General clerical duties to include scanning, mailing, printing, and filing. Creates and proofreads work instructions, user manuals, templates, memos, e-mails, and policies. Arrange all travel and accommodations Contact management Monthly accounting processing including credit card recaps. Coordinates and executes department events/socials. Assists in planning company-wide events. Requirements: Must be able to demonstrate friendliness, patience, courtesy, and discretion. Self-starter, able to work effectively both independently and as part of a team. Strong organizational, communication and problem-solving skills. Excellent time management skills with ability to juggle multiple priorities. Ability to anticipate operational needs and the willingness to proactively take on new tasks to assist with strategic company goals. Qualifications: Minimum of 5 years of related experience working in an Executive Assistant role supporting C-Level executives, owners, partners or senior staff. Strong computer skills, including proficiency in Microsoft Office. Intermediate knowledge of Microsoft Excel is required. Excellent written and oral communication skills. Local to the Philadelphia area - This role will be able to primarily function with a hybrid work model, but must be able to report to the Philadelphia headquarters as needed and sometimes on short notice. Ability to be available during standard business hours and occasional overtime to meet business needs. Preferred Qualifications: Bachelor's degree in Business Administration, Communications, or similar field is preferred, but not required. McCormick Taylor is an Equal Opportunity Employer that strongly supports and celebrates the unique backgrounds of all of our employees and our applicants. Our commitment to inclusion spans age, race, gender identity, sexual orientation, nationality, religion, and physical and mental ability. Our focus is on building a culture that promotes, supports, and values the diverse backgrounds and voices of our employees so that everyone feels welcome and can succeed. We strive to build a diverse workforce that is representative of the communities we serve.
Staffmark offers this exciting contract opportunity at a global leader in electronics, mobile devices and appliances in Atlanta, GA The Executive Assistant/Office Manager needs to have exceptional organizational skills and be able to take a creative approach to problem-solving. You will oversee complex team calendars and schedules, prepare/edit meeting materials and PowerPoint presentations, and manage fast-moving operations that require resourcefulness, excellent judgment and a sense of urgency that the business requires. You will work independently on projects, from conception to completion, and must be able to, at times, work under pressure to handle a wide variety of team activities and confidential matters with discretion. You will perform diverse functions requiring confidentiality, initiative, thoughtfulness and follow-through Duties and Responsibilities: • Manage an extremely active calendar of appointments; ensure that the executives stay on track during their day; prioritize meeting requests and handle conflicts or scheduling changes proactively • Manage the day to day activities required for the regional office to function at a high level. This includes but is not limited to office supplies, organization and catering support for team meetings. • Work closely and effectively with the executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately • Prioritizing and managing multiple projects simultaneously, while following through on issues in a timely manner • Coordinate and manage international and domestic travel; arrange detailed travel plans, itineraries, and agendas; compile documents for travel-related meetings • Management of device distribution to the sales organization • Obtain and renew visas for international travel • Work on projects and scheduling coordination with team members from international offices; assist in maintaining communication across all global offices • Coordinate onsite and offsite events for small and large groups (i.e. executive staff meetings, quarterly team off sites, annual team summits) • Create and edit presentations, spreadsheets and other various documents • Coordinate weekly team updates and quarterly reviews • Effectively handle related activities and communications with a high degree of professionalism, accuracy and confidentiality • Work independently on special assignments and projects Exceptional Character: • Outstanding interpersonal and communication skills • Demonstrates discretion and confidentiality • Ability to work constructively with different personality styles • Ability to juggle numerous tasks and prioritize without direction across a matrixed organization • Outstanding attention to detail • Team oriented spirit, willing to pitch in and help when needed on projects both large and small • High level of enthusiasm, personal sense of urgency and capacity to overcome obstacles Top skills: - Must have executive administrative support, must have experience managing multiple leaders at once. - Must have extremely strong interpersonal skills. Will also be interfacing with leadership team and customer. - Must have experience in MS office tools overall and Cisco WebEx. - If they are bilingual- Korean and English- massive benefit. Qualifications: • 5-10 years executive support; experience in Marketing and/or Sales environments preferred • Bachelors Degree or High School Diploma with equivalent work experience • Proficiency in MS Office Suite • Excellent written and verbal communication skills, including the ability to draft, edit, and proofread presentation materials with precision • Sharp, highly intuitive, and able to anticipate up-to-the-minute needs • Highly collaborative and flexible to adapt to changes in schedule and procedure • Outstanding ability to juggle competing priorities and thrive in a deadline-driven environment • Ability to work directly with senior staff in an honest and respectful manner • Proactive and responsive to feedback and redirection • Good judgment and discretion with highly confidential information Staffmark talent working with this client receive competitive compensation and a great benefits package including medical, dental, vision, 401K and Paid Time Off plus more! About Staffmark Staffmark is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact us. Staffmark is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment. All employees are directed to familiarize themselves with this policy and to act in accordance with it. All decisions with respect to employment matters and other phases of employer-temporary employee relationships will be in keeping with this policy and in accordance with all applicable laws and regulations.
09/22/2021
Full time
Staffmark offers this exciting contract opportunity at a global leader in electronics, mobile devices and appliances in Atlanta, GA The Executive Assistant/Office Manager needs to have exceptional organizational skills and be able to take a creative approach to problem-solving. You will oversee complex team calendars and schedules, prepare/edit meeting materials and PowerPoint presentations, and manage fast-moving operations that require resourcefulness, excellent judgment and a sense of urgency that the business requires. You will work independently on projects, from conception to completion, and must be able to, at times, work under pressure to handle a wide variety of team activities and confidential matters with discretion. You will perform diverse functions requiring confidentiality, initiative, thoughtfulness and follow-through Duties and Responsibilities: • Manage an extremely active calendar of appointments; ensure that the executives stay on track during their day; prioritize meeting requests and handle conflicts or scheduling changes proactively • Manage the day to day activities required for the regional office to function at a high level. This includes but is not limited to office supplies, organization and catering support for team meetings. • Work closely and effectively with the executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately • Prioritizing and managing multiple projects simultaneously, while following through on issues in a timely manner • Coordinate and manage international and domestic travel; arrange detailed travel plans, itineraries, and agendas; compile documents for travel-related meetings • Management of device distribution to the sales organization • Obtain and renew visas for international travel • Work on projects and scheduling coordination with team members from international offices; assist in maintaining communication across all global offices • Coordinate onsite and offsite events for small and large groups (i.e. executive staff meetings, quarterly team off sites, annual team summits) • Create and edit presentations, spreadsheets and other various documents • Coordinate weekly team updates and quarterly reviews • Effectively handle related activities and communications with a high degree of professionalism, accuracy and confidentiality • Work independently on special assignments and projects Exceptional Character: • Outstanding interpersonal and communication skills • Demonstrates discretion and confidentiality • Ability to work constructively with different personality styles • Ability to juggle numerous tasks and prioritize without direction across a matrixed organization • Outstanding attention to detail • Team oriented spirit, willing to pitch in and help when needed on projects both large and small • High level of enthusiasm, personal sense of urgency and capacity to overcome obstacles Top skills: - Must have executive administrative support, must have experience managing multiple leaders at once. - Must have extremely strong interpersonal skills. Will also be interfacing with leadership team and customer. - Must have experience in MS office tools overall and Cisco WebEx. - If they are bilingual- Korean and English- massive benefit. Qualifications: • 5-10 years executive support; experience in Marketing and/or Sales environments preferred • Bachelors Degree or High School Diploma with equivalent work experience • Proficiency in MS Office Suite • Excellent written and verbal communication skills, including the ability to draft, edit, and proofread presentation materials with precision • Sharp, highly intuitive, and able to anticipate up-to-the-minute needs • Highly collaborative and flexible to adapt to changes in schedule and procedure • Outstanding ability to juggle competing priorities and thrive in a deadline-driven environment • Ability to work directly with senior staff in an honest and respectful manner • Proactive and responsive to feedback and redirection • Good judgment and discretion with highly confidential information Staffmark talent working with this client receive competitive compensation and a great benefits package including medical, dental, vision, 401K and Paid Time Off plus more! About Staffmark Staffmark is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact us. Staffmark is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment. All employees are directed to familiarize themselves with this policy and to act in accordance with it. All decisions with respect to employment matters and other phases of employer-temporary employee relationships will be in keeping with this policy and in accordance with all applicable laws and regulations.
Beacon Hill Staffing Group, LLC
Newton, Massachusetts
Admin Assistant () Our client, a holding company in Boston, is seeking a Temporary Administrative Assistant to join their team for a 3+ month contract assignment. This is an Administrative Assistant to Hotel Asset Management - providing comprehensive support to the Vice President department leaders and as needed, team members. The main responsibilities include arranging meetings, reserving conference rooms, placing food, and catering orders, scheduling calls/meetings with hotel operators, editing documents based on comments provided by VPs, and providing reception coverage on a rotational basis. The ideal candidate will have a bachelor's degree, 5+ years of experience supporting senior executives, a high level of organization, a team player with a client service attitude, and proficiency in Microsoft Office Suite. The role is slated as a 3+ month contract and can compensate up to $25/hr. Qualified candidates are encouraged to apply today! Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting . We look forward to working with you! Beacon Hill. Employing the Future (TM)
09/22/2021
Full time
Admin Assistant () Our client, a holding company in Boston, is seeking a Temporary Administrative Assistant to join their team for a 3+ month contract assignment. This is an Administrative Assistant to Hotel Asset Management - providing comprehensive support to the Vice President department leaders and as needed, team members. The main responsibilities include arranging meetings, reserving conference rooms, placing food, and catering orders, scheduling calls/meetings with hotel operators, editing documents based on comments provided by VPs, and providing reception coverage on a rotational basis. The ideal candidate will have a bachelor's degree, 5+ years of experience supporting senior executives, a high level of organization, a team player with a client service attitude, and proficiency in Microsoft Office Suite. The role is slated as a 3+ month contract and can compensate up to $25/hr. Qualified candidates are encouraged to apply today! Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting . We look forward to working with you! Beacon Hill. Employing the Future (TM)
Beacon Hill Staffing Group, LLC
Arlington, Virginia
Our client, a transportation consulting firm in Arlington, VA, is in need of a temp-to-hire Executive/Administrative Assistant to support the organization and CEO! In this role you will answer the phones, order office supplies, coordinate internal events and meetings, as well as manage the CEO's calendar, book travel arrangements, complete expense reports, and prepare PowerPoint presentations. 3+ years of administrative or executive support is required for this role, along with strong Microsoft Office skills and a high attention to detail. It can pay $24-$30/hour during the temporary period and converts to a $55K-$65K salary DOE. If you are looking to showcase your administrative skills and grow, apply today with your Microsoft Word resume! Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting . We look forward to working with you. Beacon Hill. Employing the Future (TM)
09/22/2021
Full time
Our client, a transportation consulting firm in Arlington, VA, is in need of a temp-to-hire Executive/Administrative Assistant to support the organization and CEO! In this role you will answer the phones, order office supplies, coordinate internal events and meetings, as well as manage the CEO's calendar, book travel arrangements, complete expense reports, and prepare PowerPoint presentations. 3+ years of administrative or executive support is required for this role, along with strong Microsoft Office skills and a high attention to detail. It can pay $24-$30/hour during the temporary period and converts to a $55K-$65K salary DOE. If you are looking to showcase your administrative skills and grow, apply today with your Microsoft Word resume! Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting . We look forward to working with you. Beacon Hill. Employing the Future (TM)
Permanent Executive Admin - NEW YORK AREA Remote vision dental medical 401k and equity - FREE Salary :70-75K RESUMES Email to : Job Description: Looking for an Administrative Assistant with a minimum of 3 years exp. in the NY area. You will support our CEO and other executives on the team. Must be able to handle a significant range of assignments that are complex in nature, where considerable judgment and initiative are required in resolving problems and making recommendations. The typical day would consist of managing multiple executive calendars for meetings onsite and offsite across multiple global time zones, making travel arrangements for global travel , executing expense reports on a timely basis and helping on ad-hoc projects including editing and or presentations on PowerPoint. Responsible for: Prepare and edit correspondence, presentations and other documents. Manage executive agendas Design and maintain databases and submit expense reports. Prepare and edit PowerPoint presentations. File and retrieve documents and reference materials. Conduct research, collect and analyze data to prepare documents. Manage and maintain executives' schedules, appointments and travel. Arrange and co-ordinate meetings and events. Record, transcribe and distribute minutes of meetings. Monitor, screen, respond to and distribute incoming communications. Answer and manage incoming calls. Receive and interact with incoming visitors when necessary. Liaise with internal staff at all levels. Coordinate project-based work. Review operating practices and implement improvements where necessary. What you bring to the role: Bachelor's Degree in Business Administration or an equivalent combination of education and job-related experience. 3 yrs exp. Secretary providing support for one or more senior level executives. Must have In-depth knowledge of relevant software such as MS Office Suite, Office 365, PowerPoint, Excel SharePoint, Teams and Zoom, Salesforce. Excellent written and verbal communications skills required. Experience in a multi-country environment, covering multiple stakeholders, managing global time zones and calendars. How you stand out: You can make it rain in Power Point and are Tech savvy. You have fast decision making skills and are adaptable. You love to learn and are curious about technology. You enjoy being in a diverse work environment exposed to global initiatives. You are characterized by a high energy level and a flexible mindset. You know how to cope with ad hoc situations. You are known for your drive to achieve results and your 'getting things done' attitude. *AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER* Job Requirements: *See above
09/21/2021
Full time
Permanent Executive Admin - NEW YORK AREA Remote vision dental medical 401k and equity - FREE Salary :70-75K RESUMES Email to : Job Description: Looking for an Administrative Assistant with a minimum of 3 years exp. in the NY area. You will support our CEO and other executives on the team. Must be able to handle a significant range of assignments that are complex in nature, where considerable judgment and initiative are required in resolving problems and making recommendations. The typical day would consist of managing multiple executive calendars for meetings onsite and offsite across multiple global time zones, making travel arrangements for global travel , executing expense reports on a timely basis and helping on ad-hoc projects including editing and or presentations on PowerPoint. Responsible for: Prepare and edit correspondence, presentations and other documents. Manage executive agendas Design and maintain databases and submit expense reports. Prepare and edit PowerPoint presentations. File and retrieve documents and reference materials. Conduct research, collect and analyze data to prepare documents. Manage and maintain executives' schedules, appointments and travel. Arrange and co-ordinate meetings and events. Record, transcribe and distribute minutes of meetings. Monitor, screen, respond to and distribute incoming communications. Answer and manage incoming calls. Receive and interact with incoming visitors when necessary. Liaise with internal staff at all levels. Coordinate project-based work. Review operating practices and implement improvements where necessary. What you bring to the role: Bachelor's Degree in Business Administration or an equivalent combination of education and job-related experience. 3 yrs exp. Secretary providing support for one or more senior level executives. Must have In-depth knowledge of relevant software such as MS Office Suite, Office 365, PowerPoint, Excel SharePoint, Teams and Zoom, Salesforce. Excellent written and verbal communications skills required. Experience in a multi-country environment, covering multiple stakeholders, managing global time zones and calendars. How you stand out: You can make it rain in Power Point and are Tech savvy. You have fast decision making skills and are adaptable. You love to learn and are curious about technology. You enjoy being in a diverse work environment exposed to global initiatives. You are characterized by a high energy level and a flexible mindset. You know how to cope with ad hoc situations. You are known for your drive to achieve results and your 'getting things done' attitude. *AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER* Job Requirements: *See above
Morrissey Associates is seeking an Administrative Assistant to join our team! We are a growing Architectural firm that primarily designs schools and colleges located in a historic building in downtown Santa Ana, CA. We are seeking a full-time employee for 40 hours a week and offer a generous benefits package. The Administrative Assistant's tasks are critical to enabling the Chief Executive to focus on high-level business responsibilities. The Administrative Assistant will be expected to contribute to better organization and planning in all facets of their work and assist in implementing Executive initiatives. Responsibilities: Administrative Assistant duties may include but not be limited to: Manage Executive Calendars, Prioritize meetings and appointments. Organize and prepare for meetings. Answer incoming calls. Assist in implementing executive initiatives. Coordinate travel arrangements. Provide Administrative assistance such as overseeing outgoing executive announcements, blogs, letters, memos and other correspondence. Occasional clerical assistance in the flowing areas: Completing State applications and forms. Tracking construction submittals and state approval status. Formatting and collating specifications. Qualifications: Five years of related experience is preferred. Strong time management and organization skills. Expert understanding of MS Office Suite. Strong analysis and critical thinking skills. Ability to work effectively with minimal supervision. Ability to prioritize tasks and disseminate information to maintain timely workflow. Strong verbal and written communication skills. Prior architecture or construction experience is a plus.
09/18/2021
Full time
Morrissey Associates is seeking an Administrative Assistant to join our team! We are a growing Architectural firm that primarily designs schools and colleges located in a historic building in downtown Santa Ana, CA. We are seeking a full-time employee for 40 hours a week and offer a generous benefits package. The Administrative Assistant's tasks are critical to enabling the Chief Executive to focus on high-level business responsibilities. The Administrative Assistant will be expected to contribute to better organization and planning in all facets of their work and assist in implementing Executive initiatives. Responsibilities: Administrative Assistant duties may include but not be limited to: Manage Executive Calendars, Prioritize meetings and appointments. Organize and prepare for meetings. Answer incoming calls. Assist in implementing executive initiatives. Coordinate travel arrangements. Provide Administrative assistance such as overseeing outgoing executive announcements, blogs, letters, memos and other correspondence. Occasional clerical assistance in the flowing areas: Completing State applications and forms. Tracking construction submittals and state approval status. Formatting and collating specifications. Qualifications: Five years of related experience is preferred. Strong time management and organization skills. Expert understanding of MS Office Suite. Strong analysis and critical thinking skills. Ability to work effectively with minimal supervision. Ability to prioritize tasks and disseminate information to maintain timely workflow. Strong verbal and written communication skills. Prior architecture or construction experience is a plus.
The University of Texas Medical Branch
Galveston, Texas
Minimum Qualifications: A minimum of five years of experience working in a demanding executive environment. Job Description: Serves as an extension of the vice president, providing a broad range of administrative services to support the goals of the department and the enterprise area as well as the overall mission of the university. ***This position is temporary full-time employment and will end at the departments discretion. Specific Job Related Duties: ADMINISTRATIVE SUPPORT Serves as the first point of contact and represents the executive in a positive and highly professional manner. Manages multiple, competing priorities and deadlines expeditiously and with considerable discretion and judgment. Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive and/or confidential information. Manages the executive's calendar and schedule, while preserving time in the calendar for strategic planning, as needed. Prepares the executive for each day by presenting a calendar, gathering and organizing appropriate supporting materials and files for meetings and activities, and reviewing the information with the executive. Plans, prepares and oversees all aspects of meetings for the executive, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audio visual support, etc. Researches, assembles and develops various presentations, projects and reports for the executive. Participates in budget planning and development activities. Manages the vice president's travel schedule, arrangements and reimbursement. Procures equipment and supplies needed by the executive and staff Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy. Triages phone calls, mail, email and other communiques with executives, direct reports and staff members at the direction of the vice president. Manages routine administrative tasks for the vice president's office, as assigned. Examples may include: timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc. Interprets and executes rules, regulations and policies, as applicable, and adheres to internal controls established by department. Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals. CUSTOMER RELATIONS Models exemplary customer service both within and outside the organization. Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports and the general employee population, exhibiting the highest level of responsiveness and customer service. Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors and others, exhibiting the highest level of responsiveness and customer service. TECHNICAL SKILLS Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and Excel. Demonstrates proficiency in PeopleSoft systems. Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization. MARGINAL OR PERIODIC JOB FUNCTIONS: Works additional hours to assure that deadlines are met and that the executive has a weekly prospective view of the upcoming week's deadlines. May be required to accompany the vice president to meetings throughout the campus and coordinate visits to or tours of UTMB. Performs related duties as required. Salary Range: Commensurate with experience Preferred Experience: Previous UTMB executive administrative experience. Work Schedule: Monday through Friday, 8am to 5pm and as needed on occasion. Equal Employment Opportunity UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities. Compensation
09/15/2021
Full time
Minimum Qualifications: A minimum of five years of experience working in a demanding executive environment. Job Description: Serves as an extension of the vice president, providing a broad range of administrative services to support the goals of the department and the enterprise area as well as the overall mission of the university. ***This position is temporary full-time employment and will end at the departments discretion. Specific Job Related Duties: ADMINISTRATIVE SUPPORT Serves as the first point of contact and represents the executive in a positive and highly professional manner. Manages multiple, competing priorities and deadlines expeditiously and with considerable discretion and judgment. Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive and/or confidential information. Manages the executive's calendar and schedule, while preserving time in the calendar for strategic planning, as needed. Prepares the executive for each day by presenting a calendar, gathering and organizing appropriate supporting materials and files for meetings and activities, and reviewing the information with the executive. Plans, prepares and oversees all aspects of meetings for the executive, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audio visual support, etc. Researches, assembles and develops various presentations, projects and reports for the executive. Participates in budget planning and development activities. Manages the vice president's travel schedule, arrangements and reimbursement. Procures equipment and supplies needed by the executive and staff Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy. Triages phone calls, mail, email and other communiques with executives, direct reports and staff members at the direction of the vice president. Manages routine administrative tasks for the vice president's office, as assigned. Examples may include: timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc. Interprets and executes rules, regulations and policies, as applicable, and adheres to internal controls established by department. Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals. CUSTOMER RELATIONS Models exemplary customer service both within and outside the organization. Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports and the general employee population, exhibiting the highest level of responsiveness and customer service. Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors and others, exhibiting the highest level of responsiveness and customer service. TECHNICAL SKILLS Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and Excel. Demonstrates proficiency in PeopleSoft systems. Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization. MARGINAL OR PERIODIC JOB FUNCTIONS: Works additional hours to assure that deadlines are met and that the executive has a weekly prospective view of the upcoming week's deadlines. May be required to accompany the vice president to meetings throughout the campus and coordinate visits to or tours of UTMB. Performs related duties as required. Salary Range: Commensurate with experience Preferred Experience: Previous UTMB executive administrative experience. Work Schedule: Monday through Friday, 8am to 5pm and as needed on occasion. Equal Employment Opportunity UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities. Compensation