Administrative Assistant

Responsibilities:

• Proactively manage the day-to-day needs and requests from the SVP of Clinical Services.
• Develop a general understanding of the team’s function, goals, and priorities so your support can be strategic and informed.
• Respond to calendar scheduling requests and coordinate internal and external meetings across the company.
• Coordinate in-person meeting and offsite logistics, including catering, conference space, and attendee communications for the SVP and her direct reports.
• Coordinate regular team communication forums (primarily virtual) for the large and diverse team (~1000 employees).
• Compile, submit, and track expenses in Workday for the SVP and major expenses (e.g., in conjunction with an offsite) for direct reports.
• Assist in submitting Purchase Orders and supporting the procurement process.
• Assist with booking travel and managing logistics for the SVP as needed.
• Coordinate ad hoc team meetings, activities, and communications when requested.
• Arrange and schedule interviews in partnership with recruiting.
• Project manage tasks to ensure follow-up to action items, leverage internal networks and teams to effectively manage workflow, and ensure next steps from team meetings are tracked and followed up on in coordination with the SVP.
• Assist in planning and execution of large-scale events for the broader organization when requested.
• Partner with the Senior Administrative Assistant to the Chief Health Officer to ensure tight alignment across CHO needs.

Required Qualifications:

• Minimum of 3+ years of recent, full-time administrative support experience reporting to one or more executives (within the last 3–5 years).
• 3+ years of managing executive calendars, expenses, and travel.
• Tech savvy with expertise in G-Suite, Slack, Mac, and AI tools (Workday experience a plus).
• Communication and Collaboration: Exceptional interpersonal skills with a talent for clear communication, active listening, and tailoring interactions to diverse stakeholders. Demonstrates a strong collaborative approach and willingness to work cross-functionally.
• Project Management: Excels at managing multiple projects with tight deadlines, showcasing strong organizational, planning, and prioritization skills.
• Adaptability and Initiative: Thrives in a fast-paced environment, readily adapts to change, and proactively seeks new challenges and technologies.
• Team and People Orientation: This team delivers care to millions of people every year, so collaboration and fostering teamwork and community is part of the job.
• Discretion and Customer Focus: Maintains confidentiality with sensitive information and consistently provides exceptional customer service that anticipates needs and exceeds expectations.
• Travel: Ability to travel at least once per quarter.
• Working Hours: Flexible across time zones and able to work outside of typical business hours, as needed.

Preferred Qualifications

• Associate’s Degree or Bachelor’s Degree preferred.
• Event Planning and Management experience.
• Project Management experience.

Physical and Cognitive Requirements

• Prompt and regular attendance at assigned work location.
• Ability to remain seated in a stationary position for prolonged periods.
• Requires eye-hand coordination and manual dexterity sufficient to operate keyboard, computer, and other office-related equipment.
• No heavy lifting is expected, though occasional exertion of about 20 lbs. of force (e.g., lifting a computer/laptop) may be required.
• Ability to interact with leadership, employees, and members in an appropriate manner.