Executive Administrative Assistant (Legal, Compliance & Reg)

first_imgBUSINESS COMPETENCIES Resiliency – Rebounding from setbacks and adversity when facingdifficult situations. Instills Trust – Gaining the confidence and trust of othersthrough honesty, integrity, and authenticity. ADDITIONAL COMPETENCIES Innovation – Creating new and better ways for the organizationto be successful. Must possess solid and advanced level skills in MS Outlook,Word, Excel, PowerPoint, and SharePoint. Knowledge of Visio is aplus.Must be a detail-oriented, self-starter who can work bothindividually and in a collaborative team environment; have theability to handle multiple tasks in a constantly changingenvironment.Strong ability to multitask and handle competing priorities,solid organizational skills, customer service oriented, ability tocommunicate wellExcellent written and verbal communication skills; excellentlistening and assimilation skills and the ability to thrive in afast-changing environment.Ability to travel, as requiredMust be able to lift approximately 30 pounds The mission of The University of St. Augustine for Health Sciencesis the development of professional health care practitionersthrough innovation, individualized, and quality classroom,clinical, and distance education.GENERAL SUMMARYUniversity of St. Augustine for Health Sciences (USAHS) iscurrently seeking a highly-qualified, experienced, ExecutiveAdministrative Assistant to provide support to senior institutionalleadership and the associated departments. The ideal candidate mustbe professional, proactive, discrete and able to anticipate theneeds of senior leaders. This position is responsible for providingall aspects of administrative support. Candidate must be highlyproficient in Outlook, Word, Excel, and PowerPoint. Individual willbe responsible for a variety of administrative duties includingmeeting coordination and organization; word processing; budgettracking; data and reporting; and management of confidentialinformation. In addition, the qualified candidate will handleincoming and outbound phone calls, expense reporting and themanagement of a variety of spreadsheets in support of institutionalneeds.ESSENTIAL DUTIES AND RESPONSIBILITIES Calendar scheduling to include coordinating, scheduling andupdating of calendars across time zones and geographies; work incollaboration with other administrative assistants across thevertical to coordinate group meetings.Manage domestic and international travel itineraries to includecoordinating travel and lodging arrangements, updating calendarswith travel information and confirming reservations; conductresearch as needed for travel arrangements.Provide a bridge for smooth communication between the seniorleader’s office and internal Departments, while demonstratingcredibility, trust and support.Manage expense reports in Coupa system and through manualmethods and submit for reimbursement.Provide primary support for meetings to include arranging allmeeting logistics including but not limited to preparing agendas,collecting information, arranging live meetings/interactivesoftware, video conferences, conference calls, hotelaccommodations, catering, room set up, document preparation,coordinate offsite meetings and logistics, etc.Prepare documents such as spreadsheets and PowerPointpresentations, create and maintain organizational charts andcompliance trackers, handle correspondence, take meeting minutes,and prepare documents as directed.Prepare, route, manage, and maintain employee assignment data,including but not limited to Independent Consulting Agreements,Letters of Assignment, and other special assignments.Prepare, process and maintain database for special reportsincluding; invoices, check requests, time off forms, expensereports, memberships, subscriptions and other needs asdirected.Establish and maintain an organized system for maintainingregular and confidential files and records.Coordinate and develop campus events and functions.Anticipate the needs of the institution; assume responsibilityfor projects and make suggestions about current processes andprocedures.Responsible for monitoring and ordering supplies and managingoffice equipment requests in relation to maintenance; printers,copier service calls, and other needs as requested.May act as the first point of contact for departmentalcontacts; responsible for dealing with inquiries on the phone andface-to-face.Manage document preparation for Board Meetings. Drives Results – Consistently achieving results, even undertough circumstances. Customer Focus – Building strong customer relationships anddelivering customer-centric solutions. A minimum of 5 -7 years of administrative support experience,preferably at the executive level; experience working in highereducation is highly preferred. Must have a high school diploma, college degree or equivalentexperience preferred. Secondary education or a degree in a businessschool, trade school or an associate degree or equivalentexperience highly preferred. OTHER DUTIES AND RESPONSIBILITIESMay perform other duties and responsibilities that management maydeem necessary from time to time.POSITION IN ORGANIZATIONREPORTS TO: Senior leadership team member(s)POSITIONS SUPERVISED: Not applicableTECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIREDTo perform this job successfully an individual must be able toperform each essential duty satisfactorily. The requirements listedbelow are representative of the knowledge, skill, and/or abilityrequired. Incumbents will be evaluated, in part, based onperformance of each essential function. Reasonable accommodationsmay be made to enable individuals with disabilities to performessential functions.EDUCATION and/or EXPERIENCE Collaborates – Building partnerships and workingcollaboratively with others to meet shared objectives. WORK ENVIRONMENTWork is performed primarily in a standard office environment, butmay involve exposure to moderate noise levels. Work involvesoperation of personal computer equipment for six to eight hoursdaily and includes physical demands associated with a traditionaloffice setting, e.g., walking, standing, communicating, and otherphysical functions as necessary.The University of St. Augustine for Health Sciences is an equalopportunity at will employer and does not discriminate against anyemployee or applicant for employment because of age, race,religion, color, disability, sex, sexual orientation or nationalorigin.last_img