Administrative Skills, Billing, Business Support, Calendar Management, Catering Services, Conferences, Credit Cards, Establish Priorities, Event Management, Executive Assistant Skills , Expense Reports, Follow Through, Logistics, Meeting Minutes, Presentation/Verbal Skills, Project Tracking, Reconciliation, Spreadsheets, Telephone Skills, Time Management, Travel Planning
Lockton National People Solutions is currently seeking an Executive Assistant to provide administrative support. This role serves as a trusted partner, enabling executives to operate at maximum effectiveness by managing priorities, anticipating needs, and handling complex administrative and business support functions with discretion, sound judgment, and professionalism. The incumbent will report to the Chief Medical Director and supports the Office of the Chief Medical Officer to include three Executive Medical Directors. Coordination of schedules and various obligations among these key individuals is a primary responsibility.
MUST LIVE IN THE PLANO, TX AREA.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
- Serve as a primary administrative liaison for the Chief Medical Officer and the Executive Medical Directors, internal stakeholders, clients, and external partners, exercising judgment and diplomacy in all interactions.
- Proactively manage complex calendars, scheduling, and competing priorities for the executives in the OCMO.
- Schedule and arrange internal and external meetings and appointments as requested.
- Prepare a variety of correspondence, reports, spreadsheets, briefing materials, and other documents for the OCMO, ensuring accuracy for proper content, format, grammar, spelling, and punctuation.
- Handle sensitive and confidential information with the highest level of discretion and integrity.
- As needed, assist in managing key priorities and projects for the OCMO by tracking progress, monitoring deadlines, and assisting in delivering outcomes.
- Manage travel arrangements, including complex itineraries, expense reporting, and logistics for meetings, conferences, and offsite events for the executives in the OCMO.
- Responsible for all expense report-related activities, such as receipt collection and follow up, preparation and submission of expense reports, and corporate credit card billing reconciliation.
- Actively screen, prioritize, and respond to email, calls, and mail on behalf of the Chief Medical Officer escalating issues as appropriate and ensuring timely follow-up.
- Partner with the executives in the OCMO to prepare for meetings, presentations, and key business engagements; track action items and follow through to completion.
- Coordinate special events; arrange for catering and clean up after events.
- Attend meetings, take minutes, and distribute as needed.