Executive Assistant, Office of the Chief Operating Officer

About the position

Under minimal supervision, the Executive Assistant II provides high-level administrative support primarily to the EVP, Chief Operating and Transformation Officer. The Executive Assistant II serves as the primary point of contact for internal and external constituencies on various matters pertaining to the Office of the COO and the selected candidate will assist the EVP/COO and Operations Administrative Manager, as well as others aligned to the office, with prioritizing and monitoring tasks related to the execution and implementation of a broad agenda. They approach the work with a cross-functional mindset and will assume primary responsibility for select projects and initiatives as directed. The Executive Assistant II also serves as a liaison to the senior management team; coordinates executive outreach efforts, assists with the administrative operations of the office including workflow, scheduling and preparation of briefing and presentation materials; communication and correspondence; scheduling, agendas, travel; convening meetings, and follow up support. The Executive Assistant II also supports the activities of the EVP/COO in his role as a senior faculty member, including scheduling lab meetings, facilitating recruitment and support of laboratory staff, academic committees, and other tasks as needed. Work requires some analysis and use of initiative and independent judgement. The Executive Assistant II is often called upon to communicate on behalf of executive(s) to other employees. The Executive Assistant II conducts work assignments of increasing complexity with considerable latitude for independent judgement, has a broader scope of responsibilities, takes on more complex and independent tasks as well as remains knowledgeable of corporate policies.

Responsibilities

• Completes a broad variety of administrative tasks for the EVP/COO and the office of the COO including advanced communications support.
• Proactively triaging issues as they arise and determining appropriate action in response to inquiries.
• Act as designee of leader in specified areas as directed.
• Complex calendar management and anticipating conflicts before they arise.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature.
• Assist executive in preparing presentations as needed; ensure room reservations and A/V equipment is set-up appropriately for hosted meeting.
• May be responsible for managing in person events, ensuring there are appropriate speakers, hosts, and catering arranged.
• Coordinate department events, retreats, leadership meetings and other group meetings with internal and external entities.
• Prepare documents and correspondence that may be highly confidential or politically sensitive in nature.
• Book complex domestic and/or international travel itineraries.
• Process invoices to ensure vendors are paid in a timely fashion, assign proper budget codes and coordinate reimbursements.
• May oversee department purchasing cards, online reconciliation, statement and receipts submission to Accounts Payable in a timely manner.
• Process various requisitions, purchase orders, personnel and other forms needed for the department’s administration.
• Maintain a high-level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
• Help to improve workflow, operating efficiency, and service quality within the department.

Requirements

• High school diploma required. Bachelor’s degree preferred.
• 7 years of administrative experience of which 2 years must be in an Executive Assistant role.