Executive Assistant-Clinical Trials Unit Section

Executive Assistant-Clinical Trials Unit Section

Required:
2-4 years of progressive executive secretarial responsibility

Desired:
Experience in a large healthcare facility

Prepares professional reports, memos, letters, presentations, invoices, and other documents, using word processing, spreadsheet, and presentation software.
Facilitates and takes charge of incoming memos, submissions, and reports to determine their significance and plan their distribution while maintaining confidentiality.
Prepares, files, and retrieves department documents, records, receipts, invoices, policies, and reports, and maintains employees and departmental files.
Maintains an accurate workable calendar and schedule for the Manager/Director, prioritizing scheduling meetings and appointments.
Facilitates travel arrangements for the leadership to ensure efficient traveling.
Manages all arrangements for Human Resources department meetings, preparing agendas and minutes, following the status of meeting actions, and reporting progress of tasks to the Manager/Director.
Performs general office duties including, but not limited to, ordering supplies, answering phone calls, photocopying, faxing, greeting visitors, and maintaining and managing contacts for partners, vendors, and staff.
Manages office equipment, including postage machine, printers, fax, photocopier, conference phone, and projector.
Provides support to the team for photocopying and binding as necessary.
Develops any written materials like procedures and policies to be communicated to employees as required.
Handles special projects and matters as directed by the Executive leadership.
Manages all queries from facility employees or customers in a pleasant manner.
Participates in team efforts as required from time to time.
Collaborates with other members of the team to carry out work smoothly.

Accountabilities:
Manages and is responsible for smooth office operations.
Ensures proper filing and keeps records of all important messages and meetings.
Acts as the point of contact among executives, employees, clients, and other external partners.
Manages information flow in a timely and accurate manner.
Contributes to the efficiency of the business by providing personalized and timely support to executive members.

Company Industry:

• Medical
• Medical Devices

Department / Functional Area:

• Administration

Keywords:

• Executive Assistant-Clinical Trials Unit Section