Executive Administrative Assistant

Our Client, a Healthcare company, is looking for an Executive Administrative Assistant for their Rochester, NY location.
 
Responsibilities:

• Prepares or otherwise processes correspondence.
• May compose letters and memoranda from transcription, corrected copy, handwritten or marginal notes, verbal instruction, or as routine procedure.
• Proofs and as necessary edits legal, financial, technical or other business related information.
• Handles all confidential information with discretion.
• Receives and relays phone calls, takes messages, greets and directs visitors, and responds to inquiries or routine requests.
• Opens, evaluates and sorts mail for importance, urgency and distribution.
• Handles employee and/or high-level customer problems by investigating complaints and follows up to assure clarification and customer satisfaction; handles with discretion.
• Utilizes software (excel, PowerPoint) to create slides, spreadsheets, visuals, charts, graphs, etc. for meetings and presentations.
• Supplies audio-visual equipment and transparencies for meetings.
• Schedules and maintains the assigned staff member(s)  calendars of meetings, conferences, appointments, ensuring that business time is organized efficiently.
• Provides timely reminders of commitments and supplies necessary meeting data.
• Makes arrangements for on and off-site meetings, prepares and distributes agenda, issues invitations, orders refreshments and assembles pertinent documents, brochures, reports, files, records, etc.
• As instructed, prepares travel arrangements and accommodations for the executives, divisional personnel and consultants.
• As necessary, contacts staff on important matters while in travel status.
• Submits mileage and travel expense reports, verifies accuracy of reports and monitors for unusual expenses, fluctuations, etc.
• Establishes and maintains files and as assigned will purge obsolete materials and prepare for storage.
• Maintains inventories of supplies and materials and reorder as necessary.

 
Requirements:

• High School diploma is required, supplemented by additional training in stenography and office procedures.
• Associate s degree in secretarial science preferred.
• Provides administrative support for up to three managers or directors, a large group of exempt professional staff or an Executive Administrative Assistant. (1-3 years)
• Some analytical and administrative judgement required.
• Should possess excellent organizational and communications skills and be able to plan and prioritize assignments.
• Must be able to retain composure under pressure and handle confidential information with discretion.
• Must perform most job tasks independently with some decision-making authority.
• Must have considerable attention to detail.
• Must be able to work smoothly with a variety of personalities; peers, superiors, Board of Directors, executives and staff.
• Must have demonstrated proficiency with current office software products which include Lotus Notes, Microsoft Office Products (Word, Excel and PowerPoint).
• In support of the Americans with Disabilities Act, this resource requirements document lists only those responsibilities and qualifications deemed essential to the position.

 
Why Should You Apply?

• Health Benefits
• Referral Program
• Excellent growth and advancement opportunities

 
ICONMA is an Equal Opportunity Employer. All qualified applicants will receive considerationfor employment without regard to any status protected by applicable law.