Job Description

Executive Assistant

Responsibilities:

• Manage, own and execute on a broad variety of administrative tasks for the Head of TPA Operations, including, managing an active calendar of appointments; completing expense reports; and composing and preparing correspondence. Will support 4-5 more leaders within the TPA as needed reporting to the Head of TPA Operations.
• Communicates directly, and on behalf of the Head of TPA Operations with internal stakeholders, external clients, Executive Leadership, advisors, partners among others. Draft, refine, and manage executive-level communication, including briefing notes, talking points, and presentations.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Works closely and effectively with stakeholders to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Assists with production of presentations including PowerPoint and Excel formats by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Manage the leader’s complex inbox and calendar, ensuring optimal time allocation for strategic priorities, meetings, and engagements. Monitor and prioritize emails, correspondence, and action items for the leader.
• Oversee travel planning, logistics, and expense management to optimize efficiency.
• Maintain organized records of key discussions, action items, and follow-ups to ensure continuity in decision-making.

Qualifications:

• 10+ years of experience supporting VP or SVP Level Executives, senior leaders.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Expert level written and verbal communication skills
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be effective independently
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Oracle, ERP systems, and Concur.