Executive Assistant, Innovations

The Executive Assistant, Innovations will provide a high-level of administrative support for the Innovations expertise center lead, Chief Health Officer, Dr. Amanda Graham, and the Innovations team. The Executive Assistant must bring a high level of attention to detail and excellent communication skills to this position to support a large, fast-paced, cross-functional and geographically dispersed team. DUTIES/RESPONSIBILITIES (*ESSENTIAL DUTIES): Preparing and tracking contracts, including all documents required of vendors for HIPAA-compliance* Submitting contract renewals, extensions, and new contract requests* Monitoring/tracking all expenses within Innovations' various cost centers* Processing and verifying monthly invoices, travel reimbursements, and HR forms, including timely routing of documents for signature approval and filing* Processing and verifying receipts, reconciling monthly AMEX statements and staff corporate American Express charges* Scheduling and arranging internal and external meetings for the Chief Health Officer, maintaining calendars, scheduling appointments and assisting with preparing meetings for Team Leads; ordering and setting up catering when requested for a meeting* Assist with onboarding staff; updating department address page, birthday list, and phone tree; initiating finger printing scan for staff who have access to protected health information (PHI)* Providing travel arrangements using Egencia, using best judgment when selecting accommodations to manage costs Assisting Sales and Product teams with ad hoc projects as needed Assist with monthly Innovations Staff Meeting Assist with note taking for various monthly recurring meetings, disseminating action items, discussion points and meeting videos in Basecamp Building cross-functional relationships with other expertise centers, including Legal, Accounting, Administration, and other Executive Assistants to coordinate approvals, provide project status, and budget accounts Exercising diplomacy, confidentiality and good judgment at all times when communicating with contractors, consultants, and staff Setting the tone for a professional work environment with a positive demeanor REQUIRED QUALIFICATIONS: The ideal candidate must have 3+ years experience supporting executives Bachelor's degree preferred. Experience may be substituted for education requirements The individual should have a strong administrative background to include good organizational skills; time management skills; proofreading with attention to detail and deadline; ability to conduct research independently; tech-savvy with familiarity of various web-based programs; excellent written and oral communication skills; and ability to work effectively with diverse group of co-workers and external stakeholders Flexibility to meet the needs of a very busy team as well as a positive attitude to set the tone for a professional work environment Capable of multi-tasking, handle crisis in an effective manner and thrive and enjoy working in a fast-paced team environment Proficient in Microsoft Office Suite (e.g. Outlook, Word, PowerPoint, and Excel) This position is based in Washington, D.C. with a hybrid work schedule of 3 days in the office and two telework days. COMPENSATION PACKAGE: The salary range for this role is starting at $70,000-$75,000 on a national basis. Individual pay decisions are based on a number of factors, including but not limited to qualifications for the role, relevant work experience, skillset, internal equity, location, and certifications, consistent with applicable law. Salary is just one part of our total rewards package which additionally includes equity, performance bonus for eligible roles, and competitive benefits. Interested candidates should submit their cover letter and resume here OR mail application materials to: Human Resources Attn: Executive Assistant, Innovations 900 G Street, NW Fourth Floor Washington, DC 20001 Fax: (202) No telephone calls please. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or disability.

Created: 2024-10-21