Somnia Inc.

Executive Assistant

Job Locations US-NY-Harrison
ID
2021-1678
Category
Corporate
Type
Full-Time

Overview

The Executive Assistant position is to be part of the Administrative Group that supports the C-Suite (CEO, CMO, COO, CLO, CFO) as well as the VPs and Associate VPs of the company. The regular tasks include, without limitation, i) Calendar & Meeting Management, ii) Communication Management, iii) Travel Management, iv) Document Management and v) Special Projects

 

Tasks will include handling of confidential information with the highest discretion and activity prioritization exercising independent judgment. Some of the officers of the company travel frequently and discretion in handling certain business matters in their absence, including calls and correspondence, will be required. These duties will be apportioned and shared among the group in a fair and equitable manner.

 

This role requires superior attention to detail, great organization and prioritization skills, the ability to anticipate and plan to meet tight deadlines, all while juggling multiple critical requests. The EA should have exceptional communication skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.

 

Flexibility and outstanding problem-solving skills are an absolute must. Dedication to the executive level is required as in this role one may be called upon day and night to support the required needs of company leaders. This position requires a strong work ethic, imagination, self-driven and proactive problem-solving skills to enable our company to collectively helps its clients achieve their healthcare visions.

 

The Administrative Support Department’s mission is to support the administrative and clerical needs of the executives. A staggered schedule, to accommodate the national service model, will be developed and overseen by the Head EA. The model can and will change based on real-time feedback. Each EA will have their standard coverage, however cross coverage and fluency is required for late days/call/PTO.

 

 

Special projects will be assigned by the head EA based on the timing, knowledge-skill requirements and other factors.

 

The Head EA may be a static post or rotated.

Responsibilities

Calendar and Meeting Management

    1. Greeting in-person visitors & deciding if they should be able to meet with executives
    2. Schedule and reschedule all meeting and follow-up meetings both standing & ad-hoc
    3. Help prepare and distribute meeting agendas and incorporate feedback
    4. Helping prepare for and run meetings
    5. Confirm and reconfirm attendance using independent judgement when indicated (e.g. need to know, need to contribute, or need to )
    6. Record and distribute minutes and maintain paper and electronic files for meetings
    7. Consequential to meetings and assigned tasks, follow-up on action items and ensure assignees are making progress and encourage preparedness for subsequent meetings
    8. Ensure that PTO for your team is logged and incorporated into ADP
    9. Ensure that recurrent activities and tasks are calendared and that ongoing work towards goals are taking place. Examples include, annual CME, CLE, completion requirements, annual performance reviews, FMV studies,
    10. Accurately recording minutes from meetings and using independent judgment, following up on action items in preparation for next
  • Communication Management
    1. Triage incoming calls, messages, and email (at direction of executive) to the correct person, flag the correct priority and ensure that the recipient replies in a timely fashion
    2. Answering phones and routing calls to the correct person or taking messages
    3. Sending out emails to clinicians on behalf of direct reports as requested, maintaining distribution lists
    4. Answering the main phone line when caller dials zero or responding to the VMs in emails on the same day to route to appropriate person
    5. Act as the point of contact among executives, employees, and some clients
    6. Generate and version contact lists and company directory
    7. Maintain organization’s organizational charts, using Visio, LucidChart or SmartDraw
    8. Opening, sorting and distributing incoming faxes, emails, and other correspondence
  • Travel Management
    1. Reserving and purchasing airfares / hotel rooms / car rentals, for main reports and some administrators and employees when they travel, carefully weighing the competing interests (cost, convenience, flexibility, need to accomplish work in transit, )
    2. Track travel real-time, develop and implement contingency plans when and where indicated
    3. Check ins during travel to ensure flights are made, and schedule is followed when requested

 

  1. Maintaining information for trips in TripIt or TripCase for travelers
  2. Maintain travel expense reports
  3. Reconciling American Express Credit Card statements (receipts) and submit to A/P
  • Document Managements
    1. Preparing / formatting documents/ proofreading documents or sending out to service
    2. Proactively prepare documents and research when and where indicated
    3. Assisting the coordinator of received RFPs (Request for Proposals) with providing requested materials and ensuring that executives are meetings task-specific deadlines
    4. Printing out of the annual reports, binding and mailing (UPS) as requested by hospital administrators
    5. Help locate various files, folders, documents
  • Other Tasks and Special Projects
    1. providing administrative support for the VPs and Associate VPs when required
    2. Research topics

Other projects, tasks, and activities at the discretion of superiors

Qualifications

 

  1. High school diploma required. An associate degree or bachelor’s degree in Business Administration or Secretarial Certification is a
  2. A minimum of 4 - 5 years of work experience, preferably providing the same or similar administrative support to a corporate
  3. Must be confident and trustworthy and uphold a strict level of confidentiality
  4. Outstanding organizational / administrative
  5. Excellent communication skills both verbal and
  6. Excellent interpersonal
  7. Excellent secretarial
  8. Excellent computer skills. Proficient with Microsoft’s Office Suite including Excel, PowerPoint, Word, Outlook
  9. Strong analytical skills
  10. An aptitude in problem-solving / creative thinking
  11. Follow up initiatives crucial
  12. Develop and sustain a level of professionalism
  13. Must be flexible, able to multi-task and adjust work schedule as may be
  14. Must be detail oriented

 

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.

Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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