Executive Assistant

Intello Consulting isworking with a Medical Company helping them inthe search for an Executive Assistant. Pleasebelow for details on the role and responsibilities.

Position: ExecutiveAssistant

Duration: Full Time(Salary Benefits)

DepartmentStrategic Plan

Location:Boston MA

MustHave

Minimum of Three (3) years ofexperience as an Executive Assistant supporting CSuite executivesdemonstrating progressively more responsible with a highproficiency using Microsoft office applications (Word Excel Accessand PowerPoint)

Prior experience managing acalendar

Project management experience

Nice tohave

18 years professional workexperience with project management data management policy

research nonprofit fundraising or related experiencehighly preferred

Job Description:

Provides highly skilled administrative support to a VicePresident Medical Chair or Chief Physician

andhis/her staff. General administrative support includes draftingcorrespondence preparing

presentations reportspress releases managing organisational contacts attendingmeetings

preparing and distributing minutessorting mail and ordering supplies Assists with research

grant application tracking grant reporting and performingweb research on federal research

funding trends.Identifies articles and opportunities of interest to the departmentby reviewing

websites and printed media. Acts asthe first point of contact for the office and triagescalls

from other departments donors the mediaother scientists politicians advocacy partners and

sometimes opposition groups. Schedules meetings makestravel arrangements and processes

travelreimbursements in a timely manner.

EssentialResponsibilities/Duties

Providesexecutive administrative support to a Department Chair ExecutiveDirector or Vice

President and other departmentsenior leaders including but not limited to schedulingappointments

scheduling meetings taking meetingnotes following up on meetinggenerated tasks

preparing documents and slides using PowerPoint Excel andMicrosoft word. Composes high

levelcorrespondence and memoranda independently and with professionalquality. Edits and

proof reads all Writtenmaterials and verifies the validity of data and documents containedin all

reports prior to submission Analysescategories priorities and distributes mail. May initiate

responses for Chiefs review and/or complete and send outresponses on his/her behalf as per

establishedprotocols. Maintains Chiefs calendar uptodate coordinates vacationschedules

meetings and appointments withparticular attention to preventing scheduling conflicts. Makesregistration and travel arrangements makes hotel reservationsprovides Written itineraries for

all travelplans Schedules meetings tracks responses coordinates audiovisualand technology

requirements orders cateringservices etc as needed Prepares information packages for

meetings and distributes Takes and prepares minutes ofmeetings as required Ensures that

minutes andother written documents are accurate and professional follows upwith managers

to ensure adherence to protect andtasks deadlines Manages invoices and accounts payable

for the department Manages subscriptions Assists withmonitoring departmental budget and

account.balances Monitors and maintains inventory of office supplies andequipment Purchases

supplies as needed and staysWithin established budget Keeps office equipment in workingorder

and contacts IT or service provider asnecessary for repairs or replacements Evaluates develops

and revises administrative systems in order to improveefficiency Handles telephone calls in a

professional courteous speaking manner determines natureof all calls and initiates appropriate

disposition Creates reports spreadsheets chartspresentations or other correspondence

requestedPerforms office related duties such as maintaining departmentalfiles manuals and

records picking up mailcategorizing and delivering mail stotinka and distributing officesupplies

handling faxes scanning filingphotocopy ink collating materials maintain ink the updateof