Grand Rounds is looking for a Administrative Assistant. If you have experience as a virtual or administrative assistant check out the requirements for position below.
At Grand Rounds, the Administrative Assistant will provide administrative support for three VP’s located in three time zones. We are looking for someone who is forward thinking, takes initiative, and delivers results with poise and professionalism. This is an hourly, non-exempt role.
Responsibilities:
- Proactively manage the day-to-day needs and requests from the three VPs you support
- Develop a general understanding of the team’s function
- Respond to calendar scheduling requests and internal/external meeting coordination
- Coordinate meeting logistics, including catering, conference space and attendee communications
- Compile, submit, and track expenses in Workday
- Assist with booking travel and managing logistics when needed
- Coordinate team meetings, activities, and communications when requested
- Arrange and schedule interviews with recruiting
- Project manage tasks to ensure follow-up to action items
- Leverage internal network and teams to effectively manage workflow
- Partner with other Executive Assistants for coordination and to provide additional support or backup
Qualifications:
- Bachelor’s Degree
- Minimum of 3+ years of recent, full-time administrative support, reporting to 1 or more executives (within last 3-5 years)
- 3+ years of managing the calendar, expenses, and travel of executive or similar level
- Tech savvy with expertise in G-Suite, Slack, and Mac (Workday experience a plus)
- Heavy calendar management experience
- Ability to concurrently manage priorities from the three VPs
- Strong interpersonal communication skills, communicates effectively by actively listening, checking for understanding, adjusting communication content by style to meet diverse stakeholders, and providing timely information
- Highly collaborative
- Willing to work cross-functionally
- Work well under pressure in a rapidly changing environment
- Customer service focus and attitude with a genuine passion for anticipating needs and providing support that exceeds expectations
- Handle highly confidential materials with discretion and tact
- Demonstrated ability and willingness to continuously acquire new competencies and accept new challenges
- Strong project management, organizational, and detailed planning skills with the ability to work on multiple objectives with tight deadlines
- Extremely organized and able to prioritize and manage multiple projects simultaneously
- Self-starter
- Ability to stay on top of new tools and technologies
- Commitment to the mission of the company
Skills:
- Event Planning and Management
- Email Management
- Expense Management
- Time Management
- Teamwork
- Executive Calendar Management
- Project Management
- Communications