SCOPE OF ROLE:

This is an exciting opportunity for a seasoned Executive Assistant to work closely with our SVP and VPs. The Executive Assistant will perform both administrative and office support functions to ensure the effective and efficient operations of the divisions. Key functions of this role involve; professional implementation of administrative functions; convene and participate in selected internal/external meetings and record meeting minutes; prepare effective communication for distribution as well as provide other general support to the SVP and VPs. The selected candidate will be expected to develop solid interpersonal relationships both internally and externally, demonstrate a strong understanding of the organization’s mission and core values, display a high level of emotional intelligence, and add value to the work shared among all departments and divisions within S:US.

1. ESSENTIAL DUTIES & RESPONSIBILITIES:

Administrative

• Receive and triage communications to SVP and VPs including telephone calls
• Use independent judgment to determine issues requiring priority attention and advanced planning as needed.
• Track SVP and VPs internal and external correspondence, including those of a time sensitive nature, related to critical issues, from receipt through conclusion.
• Maintain and manage heavy Outlook scheduling of SVP and VPs appointment schedules and calendar.
• Take notes/minutes of key meetings as required.
• Monitor and track monthly reports and CAP submissions to funders as required.
• Assist SVP and VPs and other members of the Executive Management team to ensure that the needs of the agency's external constituents are appropriately addressed — including meeting coordination and correspondence with regulatory and funding bodies and follow up with the relevant parties.
• Process payment of invoices and manage all necessary accounts of SVP and VPs.
• Manage monthly credit card receipts and reconcile monthly credit card expense report for SVP and VPs.
• Assist in preparation of the agenda and/or minutes if requested.
• Work with all programs in supporting division wide and program specific event planning and coordination.

Communication

• Prepare and edit correspondence, reports, and presentations.
• Prepare formal letters and enclosures for distribution to multiple government agencies.
• Assemble reports and distribute accordingly via digital or hard copy mode.
• Receive internal metric reporting from Program Directors, Regional Directors and VPs.
• Assemble reports in a cohesive and organized manner.
• Scan documents for digital archiving.
• Make travel and guest arrangements as needed for training or conference attendance.
• Provide quality customer service

REQUIRED EDUCATION AND EXPERIENCE

• High School with a minimum of 5 years’ experience as an executive/admin assistant.
• Solid organizational skills, good knowledge and speed in using word and excel.
• Good communication skills and a high energy level to complete assigned work.
• Able to perform assigned tasks methodically, accurately and neatly.
• Familiarity with use of standard office equipment.

PREFERRED QUALIFICATIONS & SKILLS

• Computer literacy with advanced knowledge of Outlook, Word, Excel, PowerPoint, Visio, Publisher, Adobe Acrobat Standard List the preferred qualifications and skills

S:US IS AN EQUAL OPPORTUNITY EMPLOYER

Join a team of employees who cares about the wellbeing of others.  We believe in fostering a culture built on our core values:  respect, integrity, support, maximizing individual potential and continuous quality improvement. 

S:US is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. S:US is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities, including allowance of the use of services animals. To request reasonable accommodation or if you believe such a request was improperly handled or denied, contact the Leave Team at MyMedicalLeave@sus.org.