Executive Assistant II (Senior)

Location US-IN-Indianapolis
Job ID
2021-11243
Category
Administrative Support
Company Name
Medxcel

Overview

Medxcel is here to lead the transformation of healthcare facilities management by incorporating a new approach to providing services. Created by healthcare, for healthcare, we have a dedicated focus on our people and customers, as well as providing tools, processes, support resources, data analytics and insource strategies that drive results.

 

This is a senior level Executive Assistant who serves as the primary point of contact for the assigned executives at Medxcel’s Central Office in Indianapolis, IN  The ideal candidate will deliver a high level of administrative and strategic support services in a fast paced, customer-focused business environment. 

 

In this role you will have the opportunity to:

  • Manage confidential information and take the lead on process improvement initiatives, gathering and compiling data, completing gap analysis on reports and data, and creating high level meeting presentations
  • Manage communication with internal and external customers to troubleshoot and problem solve on escalations on behalf of assigned executives,
  • Collaborate with other Central Office associates to manage office activities and professionally represent Medxcel in all interactions by demonstrating a commitment to the mission, vision, and core values.
  • Manage all aspects of executive calendars including scheduling meetings and resolving conflicts, providing verbal and written communication on behalf of executives, and make travel and conference arrangements
  • Create and organize information and materials necessary for cadence meetings, document meeting minutes, gathering detailed information for executive presentations. 
  • Take iniatitive to lead special projects, presentations, and events leveraging your strong ability to prioritize, manage, and complete multiple tasks in a timely manner with a high level of accuracy.
  • Utilize your strong interpersonal skills to build strong relationships with the administrative team as well as with the executives and their teams. 

Responsibilities

Executive Level Support

 

  • Strategically align multiple departments and stakeholders on behalf of executives to support core business
  • Process improvement initiatives as assigned
  • Maintain an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities
  • Leads and supports team building efforts
  • Cultural alignment within teams and departments
  • Leads team and activities to support various initiatives
  • Manage complex calendar including vetting, prioritizing and providing recommendations
  • Travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation
  • Draft and send internal and external communications on behalf of executive
  • Assist team with budgets, invoices, and resolving any AP or AR issues; May also assist with annual budget and headcount planning
  • Process expense reports and track reimbursement status
  • Manage projects, internal and external meetings and large-scale events from budget planning through logistical coordination
  • May coordinate, track and schedule internal and external PR and communication events
  • Partner with Facilities, IT and Security to resolve any logistical issues
  • Organize and develop information and materials necessary for special projects, presentations, and reports
  • May act as proxy

 

Support Central Office

  • Maintain assigned public areas (e.g. conference room, break room)
  • Collaborate with other associates to manage office activities and events
  • May lead the work and/or supervise direct reports

Qualifications

Education:

  • Bachelor’s degree or equivalent experience required

Experience:  

  • Minimum 8 years’ experience providing administrative C-Suite support in a fast-paced environment required                        
  • Supporting large scale, enterprise wide initiatives with high organizational visibility preferred
  • Experience leading a team of executive administrative assistants preferred

Knowledge, Skills and Abilities

  • Thorough knowledge of Microsoft Office applications required
  • Ability to manage time and set priorities amidst multiple tasks and deadlines with little supervision
  • Ability to interact comfortably with all levels of the organization
  • Demonstration of emotional Intelligence
    • Self-Awareness. – Knowing what we are feeling in the moment, and using those preferences...
    • Self-Regulation. – Handling our emotions so that they facilitate rather than interfere with...
    • Motivation. – Using our deepest preferences to move and guide us toward our goals.
  • Strong creativity and problem-solvingskills  
  • Project management skills
  • Excellent organization and planning skills
  • Strong written and verbal communication skills
  • Ability to maintain confidentiality when working with sensitive information is essential
  • Expert-level O365 experience required          

 

#MFMCORP

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