Senior Executive Assistant

Dartmouth Hitchcock Medical Center; Lebanon (NH); On-site; USD 90,000 - 130,000; Full time

Job summary

Talentify in the United States is seeking an experienced executive assistant to support a C-level executive. The role involves managing calendars, scheduling meetings, screening inquiries, and producing drafts and reports.

You will coordinate domestic and international travel, prepare meeting materials, track tasks, and handle highly confidential information with discretion. Strong communication and organizational skills are essential.

Qualifications

• Associate’s degree with 5 years of experience (at least 2 supporting an executive or comparable level position).
• Proficiency in Word Processing, Microsoft Office; excellent written and verbal communication.
• Ability to work independently, assess priorities, and manage a heavy workload under stress with calm.

Responsibilities

• Manages complex calendars, coordinates meetings, and screens inquiries.
• Organizes tracking systems for tasks and ensures proper handling of documents.
• Coordinates domestic and international travel and prepares meeting notices, agendas, and reports.
• Gathers, analyzes and presents information; maintains confidentiality with discretion.
• Acts as main point of contact for internal and external parties; demonstrates strong communication.

Skills

Communication skills

Independent under pressure

Education

Associate’s degree with 5 years of executive support experience

Tools

Microsoft Office

Word Processing

Job description

Overview

Performs advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensiveexperience, skill and knowledge of organization policies and practices. Utilizes the assistance of one or more lower level secretaries on a reporting or project basis.

Responsibilities

Manages complex calendars, coordinate meetings, screens and assesses relative priorities of correspondence, inquiries and projects; organizes systems of tracking tasks. Organizes systems of distribution and review of these items in order to ensure proper handling. Composes drafts, answers routine correspondence, and completes special studies, and/or finishes documents independently.

Strong travel coordination skills for domestic and international trips. Prepares and distributes meeting notices, agendas, and reports. Gathers and submits expense reports.

Gathers, investigates and analyzes specific issues as requested and provides the appropriate individuals with background information; suggests solutions. Acts with discretion when dealing with very sensitive and highly confidential information.

Possess exceptional organizational skills in order to manage the C-level executive’s complex meeting schedule, and completes the necessary tasks in an efficient manner.

Time management is crucial in order to prioritize tasks and ensure deadlines are met, as well as being proactive and able to anticipate the executive’s needs, often taking initiative to complete tasks or resolve issues before they arise.

Acts on behalf of the executive with strong communication skills, often serving as the primary point of contact for both internal and external parties.

Using critical thinking, adaptability, and flexibility in navigating unexpected changes and challenging situations.

Acts independently and uses impeccable judgement when making decisions. Has a keen mindset with strong organizational knowledge to understand the goals and priorities of the executive and organization.

Excellent communication skills - both verbally and in writing. Especially aware of the intended audience and acts professionally, displaying a strong understanding of the topic at hand.

Valued partner with the executive and other c-level executives. A trusted confident. Acts as a sounding board, anticipating needs, and makes well-informed judgment calls.

Thoroughness and accuracy in completing tasks, managing documents and organizing data to complete tasks.

Capacity to independently gather information, research topics, and find creative solutions to challenges that arise. Makes arrangements for special meetings, conferences.

Qualifications

• Associate’s degree with 5 years of experience (at least 2 of which are supporting an executive or comparable level position) or the equivalent in education and experience required.
• Word Processing, Microsoft Office, and excellent written and verbal communication skills required.
• The ability to work independently, assess priorities and organize tremendous workload under stress with grace, attention to detail and calm required.

Required Licensure/Certifications

• None