Job: Executive Assistant

Title Executive Assistant
Categories VasoHealthcare Jobs
Company VasoHealthcare
Location Chicago IL or Plainview, NY
Department Admin
Reports To President
Job Information

Job Description

This individual provides administrative support to the Senior Leadership Team. Duties include frequent project-based work, site visit coordination, travel assistance, and scheduling of company meetings and/or events. This individual must project a professional company image through phone interaction to field sales team and external business contacts and must also possess a strong knowledge of Microsoft PowerPoint, Word, Outlook and Excel. Independent judgment is required to plan, prioritize and organize diverse workload.

Roles & Responsibilities

  • Provide general administrative assistance and project management support to President and other Leadership team members.
  • Coordinate company Site Visit Program logistics, including travel arrangements, approvals and tracking and provides quarterly analytics and reports on program success.
  • Track corporate credit card expenses and provides monthly reconciliation to VHC Controller and VHC Finance Manager.
  • Provide support and tracking for the Sunshine Act and Compliance Training.
  • Enroll company new hires in business-related programs and applications for travel, communication and expenses.
  • Book and manage travel for company-sponsored meetings including National Sales Meeting, annual Region Meetings, RSNA and other events as needed. Includes scheduling of conference space, guest travel, A/V requirements, food & beverage, entertainment and other event-related details.
  • Book interview space and travel arrangements for potential VHC candidates during interview process.
  • Maintain Master Contact Spreadsheets, updating and distributing monthly.
  • Schedule company all-hands calls utilizing WebEx/conference lines and administers follow-up surveys.
  • Take notes and compile actions during Leadership Team meetings, Coaching Staff meetings, Business Review Meetings, National Sales Meetings and distributes to team promptly.
  • Track company inventory (projectors, cameras, laminator, etc.).
  • Create, modify and proofread documents and presentations as requested by President and other Leadership Team members using appropriate Microsoft Office products.
  • Manage, coordinate and support project-based work in partnership with President and Leadership Team.
  • Perform general clerical duties, including photocopying, faxing, mailing and filing.
  • Professionally manage confidential and time-sensitive materials.
  • Respond to occasional phone calls and other communications from field sales team, staff and customers.

Required Skills & Knowledge

  • Superb organizational and project management skills with an ability to multitask and prioritize projects to meet deadlines
  • Enthusiastic and willing attitude
  • Effective customer-service skills
  • Proclivity for overachievement
  • Strong verbal and written communication skills
  • Excellent problem-solving abilities
  • Functional knowledge of Microsoft Word, Outlook, Excel and PowerPoint
  • 2 years of experience minimum
  • Undergraduate degree preferred

This position has no supervisory responsibilities.

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