Executive Administrative Assistant – IT VP of OU Strategy – HCIT and Product Innovation

Executive Administrative Assistant – IT VP of OU Strategy – HCIT and Product Innovation

Requirements

• 6+ years of relevant experience
• Strong expertise in managing global travel logistics, including handling cancellations and delays with ease
• Superior communication skills and the ability to engage professionally with Board members, ExCom, peer executives, and other stakeholders
• Ability to adapt communication style to fit the audience
• High-level autonomy and strategic support skills, offering an elevated scope of assistance when compared to standard administrative support roles
• Handle sensitive and confidential information with utmost discretion
• Maintain confidentiality of all corporate, personnel, and sensitive matters

Responsibilities

• Anticipate and proactively address challenges, often resolving issues before they reach the OSHPI VP
• Serve as a key point of contact, communicating professionally and effectively with fellow ExCom Executive Assistants and peer executives
• Produce clear, professional correspondence while demonstrating adeptness for ‘reading between the lines’ and tailoring responses to various audiences
• Assess and handle incoming communications, including phone calls, email, and mail, crafting responses or redirecting as appropriate
• Provide executive support by maintaining the VP of OSHPI’s calendar, arranging executive meetings, and compiling relevant reports and documents
• Act as liaison between VP of OSHPI and internal/external stakeholders, cultivating and fostering open and communicative partnerships
• Oversee and maintain equipment for the VP of OSHPI’s office, including ordering and managing their desktop, laptop, monitor, cell phones, and other equipment
• Coordinate with Global IT teams and facilities for any office-related needs or issues
• Build and foster positive rapport with key stakeholders, including senior executives, department heads, and external partners
• Handle special projects as assigned and provide debriefs to OSHPI VP and members of the leadership team as needed
• Support OSHPI VP by managing key projects and initiatives, ensure deadlines are met and deliverables completed
• Track progress of various projects and provide regular status updates to the VP of OSHPI
• Efficiently and accurately process purchase orders, ensuring timely approval and compliance with organizational policies
• Manage and pay AMEX bills on time, maintaining a clear record of all transactions
• Organize and coordinate meetings, prepare agendas, capture minutes, and follow up on action items
• Coordinate complex global travel arrangements, ensuring all logistics are in place including detailed itineraries, airplane seat assignments, and car services

Preferred Qualifications

• 5+ years of experience in an Executive Assistant or similar role, preferably supporting C-level executives
• Bachelor’s degree in business administration, communications, or other relevant discipline
• Proficiency with the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Excellent written and verbal communication skills
• Stellar organizational skills and time-management abilities
• Adept at working independently and as a contributing member of a team
• High level of professionalism and integrity
• Robust problem-solving skills with an eye for detail, especially with calendaring and communications
• Tech savvy and proactive, with high level of proficiency with reporting and analytics
• Familiarity with IT terminology and concepts
• Previous professional experience in healthcare, medical device, or technology sectors
• Professional certifications such as Certified Administrative Professional (CAP) or Project Management Professional (PMP)
• Experience drafting executive-level communications and reports
• Competent at organizing large-scale events, conferences, and corporate meetings
• Adept at handling crisis situations and providing support in high-pressure environments
• Ability to adapt quickly to changing priorities and deadlines