Executive Assistant Job at Surescripts, LLC
Surescripts serves the nation with simpler, trusted health intelligence sharing. We connect nearly 2 million players in the healthcare industry, impacting the care of almost every American patient. We deliver insights at critical points of care for better decisions — from streamlining prior authorizations to delivering comprehensive medication histories to facilitating messages between providers.
Job Summary
The Executive Assistant will provide administrative and logistical support to our Chief Legal Officer and Vice-Presidents in the Legal, Compliance & Government Affairs Department. The Executive Assistant will serve as the focal point for managing operations of the Legal, Compliance & Government Affairs Department. The Executive Assistant will display a professional demeanor and will exhibit an exceptional commitment to accuracy, detail, communication, and follow-up. They will handle confidential information and exercise sound judgment and discretion.
Responsibilities
- Proactively manage dynamic calendars of appointments with employees and external parties at all levels. Ensures schedules are feasible and make efficient use of executives’ time by serving in ‘gatekeeper’ role for direct access to the executives’ time and offices and by reading, researching, and routing correspondence and documents.
- Uses current office applications and technologies to create and edit a variety of presentations, reports, documents, and correspondence.
- Coordinates travel arrangements - ensure travel dates are correct and prepare itineraries; make reservations for transportation, lodging and meeting rooms; confirm arrangements; prepare agendas; and compile documents for travel-related meetings. Prepare expense reports and ensure business partners are reimbursed for out-of-pocket expenses.
- Schedules meetings with internal and external staff. Utilize Microsoft Office’s Calendar to schedule meetings. Prepares agenda and coordinates participants/speaker. Takes minutes, captures action items, and tracks follow-up items for various meetings.
- Manages departmental operations, including cadence and agenda setting and execution for departmental and leadership team meetings.
- When an in-office meeting occurs, reserve conference rooms, perform set-up for videoconference and web-based meetings, organize pre-meeting materials, and catering.
- Performs duties according to needs of functional area. Duties may include coordinating departmental events and activities, maintaining onboarding resources and assisting with on-boarding new staff, initiating purchase requisitions, submitting invoices, data/knowledge management for department, tracking budget or updating departmental information on portal. Performance of duties may require use of shared drives or applications such as Concur.
- Supports team engagement and special events, including but not limited to conferences and offsites.
- Manages specialized projects and performs complex duties as assigned. Projects/duties may include managing and triaging incoming subpoena and similar requests, supporting Board activities and documentation, reviewing documents for compliance with guidelines, generating legal letters or agreements, supporting contract administration processes or compiling and analyzing data. Performance of duties may require the use of document management systems and may require routing and coordination with other staff in the process chain.
- May serve as a liaison to external vendors or as a participant on internal committees.
- Distributes documents via email to department employees such as staff calendars or task assignments; scans or photocopies documents as necessary; ensures documents are received by appropriate employees.
- Handles incoming/outgoing correspondence, including those of a confidential nature
- Answer incoming calls; research and respond to inquiries; escalate and/or route calls to appropriate personnel as necessary.
- Maintains office supplies for the area. Orders specialized items as needed.
- Responsible for confidential and time-sensitive material.
- General administrative support and related duties as assigned.
- Provides back-up and cross-support for other administrative staff.
Qualifications
Basic Requirements:
- High School Diploma plus 5 years experience as an administrative assistant
- Experience in administrative support at the C-Suite executive level
- Experience coordinating travel and events
- Proficient in the use of Microsoft Office (PowerPoint, Outlook, Excel, Word)
- Demonstrated ability to maintain a high degree of confidentiality
Preferred Qualifications:
- Experience supporting team operations
- Experience managing multiple projects and stakeholders
- Post-secondary training in secretarial/administrative courses
- Experience supporting legal teams
Surescripts embraces flexibility through its Flexible Hybrid Work model for most positions. This model allows employees to work virtually while still utilizing our offices as collaboration centers. With alignment and agreement from your leadership, you can come and go from the office as needed.
Why Wait? Apply Now
We’re a midsize company. This means you’re not just another employee ID number. Here, you can build real relationships and feel supported by truly awesome people with diverse backgrounds and talents in an innovative and collaborative work culture. We strive to create an environment where you can be yourself, share your ideas and work your way. We offer opportunities for employee development, as well as competitive compensation packages and extensive benefits.
Benefits include, but are not limited to, comprehensive healthcare (including infertility coverage), generous paid time off including paid childbirth and parental leave and mental health days, pet insurance, and 401(k) with company match and immediate vesting. To learn more, review the
Keep You and Yours Healthy
,
Balancing Work and Life
, and
Where Talent Takes Shape
links under the
Better Benefits. Better Work. Better Life
section of our careers site.
Physical and Mental Requirements
While performing duties of this job, an employee may be required to perform any, or all of the following: attend meetings in and out of the office, travel, communicate effectively (both orally and in writing), and be able to effectively use computers and other electronic and standard office equipment with, or without, a reasonable accommodation. Additionally, this job requires certain mental demands, including the ability to use judgement, withstand moderate amounts of stress and maintain attention to detail with, or without, a reasonable accommodation.
Surescripts is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate on the basis of race, color, religion, age, national origin, ancestry, disability, medical condition, marital status, pregnancy, genetic information, gender, sexual orientation, parental status, gender identity, gender expression, veteran status, or any other status protected under federal, state, or local law.
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