Executive Administrative Assistant

Newark, New Jersey, United States Full-time

Position Summary -

The right candidate is able to multi-task, is innovative, takes initiative, and has exceptional technology/computer skills. They have experience in a fast-paced organization and they take pride in executing quickly to "get the job done". This individual will perform a number of administrative duties.

 

Reports to –

 

Executive Director, New Jersey Health Information Network 

Supervises –

n/a

 

Essential Functions –

  • Conducting business development research for client meetings and high level executive presentations
  • Coordinating and handling calendars, meeting requests, webexes, conference calls, conference room scheduling, phone coverage, and other support services.
  • Coordinates office visitors by maintaining employee and department directories; giving visitor and parking instructions; coordinates directly with clients/vendors
  • Maintains security by following IT and visitor procedures; monitoring logbook; issuing visitor badges.
  • Coordinating meetings with high profile clients such as the NJ Department of Health
  • Manages internal and external events for up to 300 people.
  • Professional writing including departmental content development, accurate minutes, meeting agenda creation
  • Developing electronic documents using Microsoft's Office products (such as Excel, Word, Explorer, PowerPoint, and Access)
  • Makes travel arrangements and is the point person for completing the directors’ and manager’s travel reimbursements
  • Maintains safe and clean environment by complying with procedures, rules, and regulations.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
  • Contributes to team effort by accomplishing related results as needed.
  • Organization - Within this function, the incumbent will be responsible for constructing and maintaining an organized and accurate archiving system for documents/files. This includes, but is not limited to:
    • Maintaining project files
    • Maintaining a variety of report records and files and process payroll input documents.
  • Office Coordinator: This function finds the incumbent responsible for facilitating the efficient running of the department.
  • Inventory: Purchasing appropriate and adequate department supplies, to maintain appropriate inventory.

 

Additional Functions –

  • Evidence based: Uses metrics/data to develop or improve processes, methods, systems, or services.
  • Customer Focus: Presents a professional appearance for meeting internal and external customer's needs in a manner that provides satisfaction for the customer, within the parameters of the position and the available resources, cognizant of organizational policy and authorized practices.
  • Honesty and Integrity: Follows all organizational policies, procedures and expectations.
  • Initiative: Seeks out work when needed. Evaluates, selects and acts on various methods and strategies for solving problems and meeting objectives within parameters of position before being asked or required to do so; self-directed rather than passively complying with instructions or assignments.
  • Teamwork/Team Orientation: Willingly cooperates and works collaboratively toward solutions which generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives.
  • All other tasks as needed: Accepts any/all tasks as required.

 

Prerequisite Qualifications –

  1. Education/Degree Required

High school degree required. College degree preferred.

  1. Years of Experience Required

5 years’ experience in a fast-paced, high-volume environment handling the responsibilities listed Healthcare and technology experience preferred but not required.

  1. Knowledge/Skills Required

Professional writing level and has competent math skills

Proficient knowledge of Microsoft Office Suite; Excel in particular.

People oriented individual with an outgoing personality and is a team player.

 

Preferred Qualifications –

Critical thinker – completes tasks independently in a timely and accurate fashion

Professional communication / public speaking

Proactive and takes initiative

Develops rapport with all customers

 

 

 

*At NJII’s discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate to the satisfaction of the organization, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Apply for this opening at http://njii.recruiterbox.com/jobs/fk0jwkh?apply=true