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Floater Executive Assistant

Job Id : EB-1779882108

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Position:

Floater Executive Assistant

Attractive Factors:

  • Work/life balance – the Floater will rarely need to stay late or login after hours
  • M/D/V covered 100% and 401k matching
  • Work with a team that strongly believes in direct communication, so that everyone is on the same page, working toward common goals
  • Join a team that is passionate about improving people’s lives via health care and medical innovation
  • Thrive in an entrepreneurial, fast-paced, and dynamic environment
  • Highly collaborative environment: have a seat at the table and help drive success
  • Exposure to the newest life-changing medical inventions, research, and innovations

The Opportunity: Floater Executive Assistant

The position requires strong written and verbal communication skills, organizational skills, the ability to handle highly confidentialinformation with discretion, the ability to operate independently and the ability to interact with internal and external contacts with professionalism and good judgment. An intellectually curious person with a desire to learn and help on multiple projects will thrive in this position.

Principal Responsibilities:

  • Manage busy calendars.
  • Maintain organized calendars utilizing designated color-coding system.
  • Coordinate and schedule internal and external meetings and events.
  • Schedule conference rooms, AV support, catering and guest check-in protocol prior to all confirmed meetings.
  • Extend a warm welcome to external guests and ensure a smooth escort to the meeting room.
  • Schedule expert calls with industry leaders by working with the compliance team.
  • Coordinate travel arrangements including flights, hotels, car service, dinner reservations and other necessary items.
  • Manage and track expenses for each team member; execute monthly expense reports for executives and assist with personal reimbursements.
  • Create conference calendar for the team for the year:
  • Track attendees; flag duplicate attendees.
  • Be proactive about booking travel for upcoming conferences to avoid paying exorbitant airfare and hotel prices.
  • Prepare and print presentations, memos, documents, booklets and/or letters prior to the designated meeting or event.
  • Gather and organize weekly topics/companies for the weekly Investment Committee Meeting.
  • Organize and attend team events.
  • Think proactively; try to anticipate potential issues and brainstorm solutions.
  • Complete ad-hoc special projects and presentations as assigned.
  • Provide coverage to other executives when their team member is on vacation.

Qualifications:

  • Bachelor’s degree
  • 2+/- years of related experience, specifically supporting a senior executive.
  • Proficiency with MS Office Suite (Word, Excel, PowerPoint).
  • Strong work ethic.
  • Exemplary written and verbal communication skills and the ability to communicate effectively with all levels of the organization.
  • High level of attention to detail and organization.
  • Ability to calmly and efficiently manage and prioritize requests from multiple parties simultaneously.
  • Polished, pleasant demeanor and a “no job is too small” attitude.
  • Desire to work collaboratively as part of a team and be part of a strong, collegial corporate culture.

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