Executive Assistant

PURPOSE AND SCOPE:

Provides advanced administrative support for Chief level executive (“C suite”) roles, assisting in key projects and confidential initiatives at a corporate level. Position involves continual association with high priority items and timelines. Manages highly confidential and sensitive material with exposure to confidential contacts. Position has high degree of visibility and acts as a primary liaison for the executive. This role reports to a Chief level executive or broad-scope Executive Vice President that reports to a CEO.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Provides advanced administrative support to executive and top management in the functional department. Routinely responds on behalf of the executive to written and electronic communication.
• Handles material of a highly confidential and time-sensitive nature, as well as a variety of complex situations involving clerical/administrative functions of the office that do not require the direct attention of the executive.
• Uses considerable judgment and initiative to determine the appropriate action to take in non-routine situations.
• Interprets and adapts guidelines, precedents and practices.
• Organizes and coordinates highly confidential and high level meetings /conferences for the executive as needed.  Identifies and resolves potential conflicts in schedules and locations as required.
• Anticipates and prepares materials needed by the executive for conferences, appointments, meetings, telephone calls etc.
• Manages travel arrangements.
• Reconciles expense reports for executive.
• Prepares budgets for executive to review and may gather data for various types of reporting.
• May assists in the preparation of reports as required by senior staff by contacting various company personnel at all levels to collect, compile, and analyze complex information.
• Relies on experience and judgment to plan and accomplish goals.
• Within established guidelines, makes independent decisions regarding planning, organizing, and scheduling work. 
• May perform standard administrative functions such as screening mail and telephone calls, scheduling appointments and maintaining the calendar, setting up the office filing system, and coordinating meetings (large, complex, internal or external).
• Structured time and task tracking to support key initiatives and projects within HR.
• Execution and optimization of administrative processes to ensure efficient leadership support, such as initiating, reviewing, and approving third-party payment instructions, invoice processing and approval, onboarding of new employees, and maintaining distribution lists.
• Acting as an interface between the HR leadership team, business units, and external partners to ensure smooth collaboration.
• Keeps records of equipment purchases and maintenance for the department.
• May maintain certifications, memberships, and publications for the department.
• Responsible tracking of deadlines and appointments, including review of milestones and task status.
• Drafting and managing confidential communication, reports, presentations, announcements, and meeting documentation.
• Keeps log of paid time off for staff and other staffing administrative duties as assigned.
• Assist with various projects as assigned.
• Other duties as assigned.

Additional responsibilities may include focus on one or more departments or locations.  See applicable addendum for department or location specific functions.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION:

• High School diploma or equivalent required.  Two years of college/Associate Degree preferred.
• Business writing courses preferred.
• EXPERIENCE AND REQUIRED SKILLS:        
• 8+ years of experience with a minimum of 5 years of experience as a senior level executive assistant.
• Proven success in supporting administrative functions for senior level management.
• Ability to function in a fast paced challenging environment with minimal supervision.
• Ability to prioritize with strong organizational and multitasking skills.
• Ability to exercise considerable discretion and independent judgment when making decisions and interacting with clients.
• Ability to communicate (verbally and written) with considerable tact and diplomacy.
• Excellent telephone skills.
• Excellent skills in Microsoft Word, Excel, PowerPoint, web meeting applications, calendar management.
• Very detail and results oriented - proof reading skills.
• Excellent skills in communicating with senior executives at all levels inside and outside of the organization.
• Knowledge of organizational operations and procedures.
• Knowledge of business and technical vocabulary.

If your location allows for pay/benefit transparency, please click the link below to request further information on this position. Pay Transparency Request Form (smartsheet.com)
 

EO/AA Employer: Minorities/Females/Veterans/Disability/Sexual Orientation/Gender Identity

Fresenius Medical Care North America maintains a drug-free workplace in accordance with applicable federal and state laws.