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Executive Administrative Assistant

Ultimate • New Haven, CT

Posted 7 days ago

Job Snapshot

$22,000.00 - $30,000.00 /Year
Healthcare - Health Services
Admin - Clerical

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Job Description

- Provide high-level administrative support for a high volume office. Including assistance with calendaring, projects, events, travel, editing, and support for financial transactions.
• Provide high-level administrative support for program and office activities. Establish and implement procedures and systems; serve as principal source of information on policies, procedures and office activities. Welcome, orient, and host visitors to campus.
• Maintain complex calendar for three Senior Associates. Schedule and coordinate meetings and appointments in multiple time zones. Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed. Manage extensive travel, including complex itineraries and coordination with other offices. Research complicated flight availability to determine the feasibility of connecting several events within one trip. Be knowledgeable regarding visa policies and application processes.
• Provide administrative support for special programs, special projects, and initiatives which may require creating and/or updating websites; may work on blog sites.
• Conduct research and gather background information for projects, meetings, and events as needed in preparation for all office activities.
• Format, keyboard, edit and proofread a variety of material. Research and fact check cases and current events. Proofread and edit a variety of material for grammatical and factual accuracy, may work with co-authors and editors to coordinate printing deadlines.
• Coordinate logistics for events, conferences, seminars and programs. Responsible for specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment and accommodations. Prepare required forms and reimbursements.
• Scan documents and prepare paperwork.
• Expense management, travel booking, and placing orders with vendors. 
• Identify problems with workflow, equipment and environment and make suggestions for improving the workplace. Manage ordering, stocking, and distribution of office and kitchen supplies, and incoming and outgoing mail and packages.
• Perform back-up support and additional duties incidental to office activities as necessary to maintain highest level of customer service.


We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Job Requirements

Excellent computer skills: Word, Excel, PowerPoint, and Outlook.
Excellent proofreading, editing,and writing skills.
Travel arrangements and expense reporting. EPIC experience helpful.
Job ID: JO-1802-20835
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