Executive Assistant

Surescripts serves the nation through simpler, trusted health intelligence sharing, in order to increase patient safety, lower costs and ensure quality care. We deliver insights at critical points of care for better decisions - from streamlining prior authorizations to delivering comprehensive medication histories to facilitating messages between providers.

The Executive Assistant will provide high-level administrative and logistical support in a fast-paced environment to one or more executives (VP or ET member). The incumbent will display a professional and polished demeanor and will exhibit an exceptional commitment to accuracy, detail, and follow-up. The incumbent will handle confidential information and exercise sound judgment and discretion.

The Executive Assistant may provide support to multiple executives and across multiple functional areas; specific responsibilities will vary accordingly.

• Proactively manage an extremely active and dynamic calendar of appointments with employees and clients at all levels. Ensures schedule is feasible and makes efficient use of executive's time by serving in 'gatekeeper' role for direct access to the executives' time and offices and by reading, researching, and routing correspondence and documents.
• Uses current office applications and technologies to create and edit a variety of presentations, reports, documents and correspondence.
• Coordinate travel arrangements - ensure travel dates are correct and prepare itineraries; make reservations for transportation, lodging and meeting rooms; confirm arrangements; prepare agendas; and compile documents for travel-related meetings. Prepare American Express expenses accounts and out-of-pocket expense accounts.
• Schedules meetings with internal and external staff. Prepares agenda, coordinates participants/speakers, reserves conference rooms, performs set-up for videoconference and web-based meetings, organizes pre-meeting materials, and catering. Tracks follow-up items for various meetings.
• Performs duties according to needs of functional area. Duties may include coordinating departmental events and activities, on-boarding new staff, initiating purchase requisitions, submitting invoices, tracking budget or updating departmental information on company portal. Performance of duties may require use of shared drives or applications such as Concur.
• Supports special events, including but not limited to conferences/usergroups/booths.
• Manages specialized projects and performs complex duties as assigned. Projects/duties may include reviewing documents for compliance with guidelines, generating legal agreements, supporting contract administration processes or compiling and analyzing data. Performance of duties may require the use of applications such as Salesforce and may require routing and coordination with other staff in the process chain.
• May serve as a liaison to external vendor(s) or as a participant on internal committees.
• Distributes documents to department employees such as staff calendars or task assignments; scans or photocopies documents as necessary; ensures documents are received by appropriate employees.
• Handles incoming/outgoing correspondence, including those of a confidential nature
• Answers incoming calls; researches and responds to inquiries; escalates and/or routes calls to appropriate personnel as necessary.
• Maintains office supplies for the area. Orders specialized items as needed.
• Responsible for confidential and time-sensitive material
• Occasional back-up support of reception desk
• General administrative support and related duties as assigned
• Provides guidance to less experienced administrative staff

• High School Diploma plus 5 years experience as an administrative assistant
• Experience in administrative support at the C-Suite executive level
• Experience coordinating travel and events
• Proficient in the use of Microsoft Office (PowerPoint, Outlook, Excel, Word)
• Demonstrated ability to maintain a high degree of confidentiality

• Post-secondary training in secretarial/administrative courses
• Experience with Salesforce.com

Surescripts embraces flexibility through its Flexible Hybrid Work model for most positions. This model allows employees to work virtually while still utilizing our offices as collaboration centers. With alignment and agreement from your leadership, you can come and go from the office as needed.

To be considered for employment, applicants must have a valid U.S. work authorization allowing work without restrictions with Surecripts in the U.S. At this time, we are unable to provide support or provide sponsorship for immigration benefits such as work visas. Additionally, we do not participate in academic training programs or work-study programs through an academic institution that require employer endorsement of F-1/CPT or F-1/STEM.

Why Wait? Apply Now

We're a midsize company. This means you're not just another employee ID number. Here, you can build real relationships and feel supported by truly awesome people with diverse backgrounds and talents in an innovative and collaborative work culture. We strive to create an environment where you can be yourself, share your ideas and work your way. We offer opportunities for employee development, as well as competitive compensation packages and extensive benefits.

Benefits include, but are not limited to, comprehensive healthcare (including infertility coverage), generous paid time off including paid childbirth and parental leave and mental health days, pet insurance, and 401(k) with company match and immediate vesting. To learn more, review the Keep You and Yours Healthy, Balancing Work and Life, and Where Talent Takes Shape links under the Better Benefits. Better Work. Better Life section of our careers site.

Physical and Mental Requirements

While performing duties of this job, an employee may be required to perform any, or all of the following: attend meetings in and out of the office, travel, communicate effectively (both orally and in writing), and be able to effectively use computers and other electronic and standard office equipment with, or without, a reasonable accommodation. Additionally, this job requires certain mental demands, including the ability to use judgement, withstand moderate amounts of stress and maintain attention to detail with, or without, a reasonable accommodation.

Surescripts is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate on the basis of race, color, religion, age, national origin, ancestry, disability, medical condition, marital status, pregnancy, genetic information, gender, sexual orientation, parental status, gender identity, gender expression, veteran status, or any other status protected under federal, state, or local law.

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