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Executive Assistant

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Date: Mar 10, 2017

Location: Napa, CA, US

Company: The Doctors Management Company

The Doctors Company is currently seeking an Executive Assistant for our Marketing department in our Napa, California location.

 

As an Executive Assistant, under general supervision, you will provide high-level administrative support to the Vice President of Marketing, marketing operations manager, as well as the marketing team.  This position requires the ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. Contacts include company employees, vendors, physicians and agents.

 

Responsibilities:

 

  • Heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings. Answer phones for VP of Marketing and department. Greet callers courteously, handle calls in professional, manner; backup to department phones. Direct all incoming and outgoing calls to appropriate party promptly and efficiently. 
  • Make travel arrangements and process expense reports for the marketing department.
  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner. Enter, modify and extract database information for projects as assigned. Maintain a project list with updated status.
  • Coordinate human resource requirements for VP, Marketing, including time-off requests, performance review process and tracking.
  • Assist with the budget process.
  • Review and prepare vendor invoices for approval; know the approval limits for the marketing management team. Ensure payment requests are properly coded.
  • Order and maintain office supplies for department, including ordering, stocking.
  • Assist with annual advisory board meetings (specialty advisory boards and executive advisory board). RFP process, online registration, mailings, confirmation and meeting packets, travel stipends, on-site event assistance.
  • Online Company Store: maintain store inventory, approve purchases based on set criteria,

     calculate purchases made and charge back to department(s) on a quarterly basis.

  • Coordinate and set up complex meetings, including conference calls and video conferences
  • Take minutes during the monthly direct reports meeting and other meetings as requested. Prepare for approval by SVP and distribute to attendees within two days.
  • Summarize and follow up on deliverables from the SVP weekly update meetings with her direct reports. Ensure subsequent agendas include project/task updates discussed in previous meeting.
  • Ensure all contracts are routed to legal for review and approval in a timely manner.
  • Organize and maintain electronic and paper filing systems. Maintain and track the department laptop.
  • Ability to travel, if necessary.
  • Performs other duties as assigned.

 

Requirements:

  • Associate degree (2 years college). Bachelor’s degree in business administration is preferred.
  • Three to five (3-5) years’ experience reporting to a department head or executive.
  • Advanced knowledge of MS Office, including ability to: create spreadsheets and charts in Excel; create top-quality PowerPoint presentations.
  • Ability to accurately type 50-55 wpm.
  • Excellent organizational skills with ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
  • Excellent written, oral and telephone communication skills.
  • Good editing and proofreading skills with
  • Attention to detail.
  • Ability to work with diverse personalities and to develop and maintain courteous and effective working relationships both inside and outside the company.              
  • Ability to maintain confidentiality of information processed.
  • Ability to read and comprehend detailed instructions, correspondence, and memos.  Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group situations to employees and vendors.  Ability to read and interpret documents such as safety rules, operating and maintenance instructions. Ability to document work procedures in procedure manual format. 
  • Ability to deal effectively with change
  • Ability to demonstrate dependability, reliability, and confidentiality
  • Possess efficient time management skills and the ability to effectively manage multiple projects simultaneously
  • Excellent English communication skills, both written and verbal.
  • Possess high attention to detail
  • Ability to work independently with minimal supervision and to anticipate managers’ needs.
  • Ability to compose basic letters, format reports, meet deadlines, move ahead with initiative, and prioritize projects


Nearest Major Market: Napa

Job Segment: Database, Technology

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