Executive Assistant to EVP NA Operations in Mechanicsville, VA at Owens & Minor, Inc.

Date Posted: 7/9/2018

Job Snapshot

Job Description

POSITION SUMMARY

 

Provides comprehensive administrative support to Executive Vice President of North American Operations and Owens & Minor Operations staff including:   acting independently as project manager for Operation-wide projects, exercising discretion with respect to prioritization of EVP agenda items, preparing highly sensitive Board materials, and providing day-to-day support for the EVP.



ESSENTIAL JOB FUNCTIONS:

1.       Acts as confidential assistant to EVP North American Operations and Operations staff, preserving the confidentiality of information related to the organization and teammates.   Assists with confidential and/or sensitive matters; provides explanation and support where needed.

2.       Manages and maintains calendar, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex meetings.

3.       Provides all administrative support functions for EVP and Operations staff including:   communications coverage, travel coordination, calendar and scheduling, processing expense reports and invoices, and maintaining payment records for external professional fees and services.

4.       Acts as primary Project Manager for confidential Operations project work as required to ensure seamless coordination of multiple resources and drive successful outcomes.

5.       Independently creates edits and/or prepares presentation materials for top-tier clients, executives, Board of Directors, and similar audiences.

6.       Prepares and reviews correspondence, notices, memoranda and reports independently and/or at the direction of the EVP and other leaders within the Operations team.   Assists in answering questions and responding to requests directed to the EVP and other members of the Operations team.

7.       Develops, coordinates, organizes and implements tracking systems to monitor Operations matters, projects, assignments and deadlines.  Creates and maintains databases, summaries, tables and charts to facilitate effective and efficient completion of Operations projects and assignments.

8.       Responsible for monitoring department spend and ensuring budgets are followed.

SUPPLEMENTAL JOB FUNCTIONS:

1.      Performs additional duties as required.



Qualifications

EDUCATION & EXPERIENCE REQUIRED:

1.      Bachelor's degree required

2.      At least five years of experience as an Executive Assistant or Administrative Assistant for a function required

3.      Knowledge of healthcare or logistics business is preferred

4.      Previous work with a global matrixed organization is preferred

KNOWLEDGE SKILLS & ABILITIES:

1.       Ability to interface with Board of Directors and all levels of leadership, internally and externally

2.       Excellent calendar management skills including scheduling complex senior level meetings with challenging logistics

3.       Excellent verbal and written communication skills

4.       Experienced in handling confidential and sensitive material

5.       Ability to meet negotiated deadlines, anticipate needs, demonstrate initiative and independently complete tasks

6.       Must utilize expert secretarial skills to create quality documentation, acting independently with minimal supervision

7.       Ability to use good judgement in setting work priorities, planning and organizing workload in the midst of interruptions

8.       High degree of personal integrity, discretion and confidentiality

9.       Ability to handle multiple projects with continuing changing priorities



ADDITIONAL REQUIREMENTS:

1.       None

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