POSTED Sep 24

Senior Administrative Assistant at Change Healthcare

  • Virtual Assistant
  • Fulltime
  • Anywhere (100% Remote) Only
Job Description

Title: Senior Administrative Assistant

Location: United States – Remote

The Sr. Administrative Assistant is responsible for providing a high level of proactive administrative support to senior leaders of the Government Services Business Unit. The purpose of this role is to enhance the effectiveness of the senior leaders by anticipating their needs in areas such as calendar and email management, call management, travel and expense, meeting coordination, and other projects. Other tasks will include updating PowerPoint presentations, edits to Word documents, and work in Excel. This role interfaces with individuals at all levels across the organization and works closely with other executive assistants.

What will be my duties and responsibilities in this job?

Calendar and Email Management

  • Proactively manage the calendar for executives assigned to support
  • Alerts the executive to any urgent matters that require immediate attention and where appropriate, the assistant should prepare draft replies to correspondence for the executive to review
  • Ensures that the executives’ time is carefully coordinated and planned so that priority meetings are held on a timely basis
  • Helps the executive remain on time for meetings
  • Where possible, work with executives to block time on the calendar to do e-mail, work on projects, and deal with administrative priorities
  • Schedules regular meetings with each of the executive’s direct reports and any other individuals that require meetings with the executive with the required frequency

Travel & Expense Coordination

  • Manages travel for the executive assigned to support in accordance with the travel and expense policy
  • Ensure that travel arrangements are carefully coordinated and planned to provide efficient use of the executive’s time while out of the office
  • Ensure that detailed travel documents including travel itineraries, meeting itineraries, and logistical information is provided in advance of the trip
  • Completes and submits expense reports for the executive in accordance with the travel and expense policy
  • Reconciles corporate credit card account

Meeting Coordination

  • Coordinates logistics for both internal and external meetings to include offsite locations, catering, audio-visual requirements, etc.
  • Ensure that materials needed for meetings are printed or attached to appointments as required
  • Ensures smooth virtual meetings using appropriate technology
  • Take minutes, distribute notes, and follow up on action items from meetings

General Responsibilities

  • Handles information requests from the executive, including conducting research and creating or updating reports
  • Assists in preparing PowerPoint slides and other presentation materials
  • Generate emails and reports when appropriate
  • Interacts with internal shared services and vendors when required in support of the senior leaders
  • Conducts special projects as assigned

What are the requirements needed for this position?

Education/Training

  • Associates degree or equivalent experience in an executive assistant role; Bachelor’s degree preferred

Business Experience

  • Minimum of 5 years of experience working as an executive/administrative assistant supporting high-level executives in a fast-paced, dynamic environment

What other skills/experience would be helpful to have?

Specialized Knowledge/Skills

  • Displays a high degree of confidentiality and professionalism
  • Ability to manage multiple competing priorities
  • Advanced calendar management and organizational skills
  • Experience in managing projects and following up on meeting action items
  • Proficient in Microsoft Office (Outlook, Word, OneNote, PowerPoint, Excel) & Visio
  • Excellent written and oral communication skills

What are the working conditions and physical requirements of this job?

  • Environment – Primarily work from home
  • Physical Requirements – Sitting, standing, walking, and using keyboard

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