Job Description

The primary role of the Executive Administrative Assistant is to provide high-level administrative support and assistance to the CEO and HR Resource Director, thereby enhancing their effectiveness and contributing to the overall success of the organization. The executive administrative assistant is to be responsible for a wide range of tasks, requiring strong organizational skills, discretion, and the ability to manage confidential information. The secondary role is providing leadership in alignment with Machaon’s Vision, Mission, and Core Values.

Job Responsibilities:

1. Manage CEO emails and calendar.

2. Assist the CEO and Human Resources Director in executing special projects and initiatives, which may involve coordinating cross-functional teams, conducting research, and monitoring progress.

3. Plan, coordinate, and facilitate meetings, conferences, and events involving the CEO.

4. Prepare meeting agendas, presentations (upon request), and supporting materials.

5. Manage deliverables- track action items and follow up on deliverables.

6. Manage travel arrangements for the CEO, including transportation and accommodation.

7. Maintain and organize confidential files, records, and organizational systems such as Google Suite, Dropbox, and other internal platforms.

8. Assist the Human Resources Director by organizing confidential employee files and supporting employee training documentation.

9. Draft and prepare correspondence, memos, reports, and presentations on behalf of the CEO or Human Resources Director.

10. Maintain effective communication channels within the organization.

11. Build and nurture strong relationships with internal and external stakeholders, including clients, employees, and partners.

12. Prioritize tasks, manage competing demands, and proactively address time-sensitive issues. Anticipate needs and potential problems, taking appropriate action to ensure smooth operations.

13. May serve as a point of contact and liaison between the CEO and various partners once fully trained.

14. Other tasks may include data entry, uploading documents, creating Excel spreadsheets, and other related tasks.

15. Perform other related tasks and projects assigned by the CEO.

16. Follow procedures and protocols of Machaon.

Minimum Position Requirements:

• Education: Baccalaureate degree in Business Administration or a closely related field is preferred.

• Desirable Experience: A minimum of 2-5 years of experience in Business, hospital, or a related field. Excellent Interpersonal skills, excellent organizational, and communication skills. Previous experience assisting a C-level executive is preferred. Must have at least 2-3 years of experience assisting at the executive level. Must have typing skills (Type 50-60 WPM).

• Intermediate to Advanced Excel, Microsoft Word, and PowerPoint skills are preferred.

• Knowledge: Knowledgeable regarding general laboratory practice, health safety protocol, and procedures.

• Special Skills/Equipment: Must be able to communicate clearly and effectively in person and over the phone. Must be extremely organized. Must be able to handle sensitive and confidential information with the utmost discretion and maintain a high level of professionalism and integrity in all interactions. Must be professional and have a positive attitude. Must be capable of working safely and properly within a sensitive clinical setting.

Experience Requirements:

· Must have excellent written and oral communication skills.

· Strong organizational skills.

· Good project management and interpersonal skills.

· Must demonstrate a high degree of integrity, enthusiasm, and initiative daily.

· Must have the ability to work in a fast-paced environment and be solution-oriented.

· Must demonstrate a high level of confidence.

· Attention to detail is critical.

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