Executive Assistant to Chief Executive Officer

Executive Assistant to Chief Executive Officer

Responsibilities include:

1. Calendar Maintenance
   • Checking meeting attendance (accept/decline) daily and at least 1 week in advance.
   • For meetings the executive owns, ensure attendees accept and follow up on those who cannot attend for proxy if needed.
   • For invited meetings, check if the executive/client is required and has context to attend. If not, assign a proxy.
   • Checking meeting rooms for the right size and locations daily and at least 1 week in advance.
   • Ensure meeting context and/or links/attachments are in calendar entries regardless of meeting owner.
   • Appropriately color code meetings.
2. Calendar Audit & Optimization
   • Audit current state of calendar (assessing allocation of time).
   • Suggest and execute calendar clean-up based on the audit.
   • Create a Meeting Spreadsheet analysis to form recommendations to review with the executive/client.
   • Implement a meeting tracker to organize recurring meetings.
   • Implement calendar color coding.
   • May be requested to audit calendar every 3 months.
3. Calendar Coordination
   • Meeting Creation (simple, straightforward meetings); may work with ABPs or cross-functional partners to schedule.
   • Complex meeting creation involving cross-functional executives and partners; typically not time sensitive.
   • Allocate reserved blocked time for focus/work/checking email.
4. Travel Planning & Coordination
   • Collaborate with executives to understand travel preferences, requirements, and itineraries.
   • Research and book flights, accommodations, ground transportation, and other travel-related services.
   • Coordinate travel with agencies, hotels, and other service providers to secure the best rates and ensure smooth travel.
   • Handle last-minute changes or unexpected circumstances such as flight cancellations or rescheduling.
5. Expense Management
   • Collect and review expense reports submitted by the executive, ensuring compliance with company policies and guidelines.
   • Verify receipts, invoices, and other supporting documents for accurate expense reporting.
   • Monitor and control expenses within established budgets and guidelines, flagging discrepancies or potential cost-saving opportunities.

Seniority Level

Entry level

Employment Type

Full-time

Job Function

Health Care Provider

Industries

Staffing and Recruiting