Executive Assistant to the VP

Job Description:
The Executive Assistant to the VP provides high-level administrative support, managing schedules, appointments, and correspondence effectively. They coordinate meetings and travel arrangements, prepare reports and presentations, and act as a professional liaison between the VP and stakeholders. Additionally, they handle special projects and tasks assigned by the VP, demonstrating adaptability to meet evolving priorities.
Essential Duties and Responsibilities:

• Represents the vice president by welcoming visitors, reviewing correspondence, arranging company dinners and other corporate functions, answering questions and meeting requests directed to the president.
• Help key executive make consistent decisions by advising them of historical precedents; serving as liaison between them and president.
• Arranges corporate travel and meetings by developing itineraries and agendas; scheduling the corporate jet; booking other transportation; arranging lodging and meeting accommodations.
• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Improves quality results by studying, evaluating, and re-designing processes; implementing changes
• Enhances vice president's and corporation's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

Job Qualifications/Specifications:

• Educational attainment: Bachelor's degree in Office Management, or any related field
• Years of relevant experience: at least 3-years administrative work
• Knowledge: Proficiency in using office software (Microsoft Office)
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Experience and interest in internal and external communications, partnership development, and fundraising
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
• Competencies: Medical related if possible but not required
• Effective written and verbal communication
• Accuracy in handling information and documents
• Ability to identify issues and find practical solutions
• Balancing multiple tasks and responsibilities simultaneously
• Willingness to adapt to changing work environments and tasks
• Addressing inquiries and issues in a friendly and professional manner.
• Properly documenting information for future reference
• Ability to adapt to new technologies, procedures, or organizational changes