Executive Assistant

Full-time · Corporate · Corporate

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Job Purpose

The Executive Assistant position is a highly visible and critical role within the PMC organization. The position initiates, coordinates, and executes administrative support to multiple members of the Senior Leadership Team (SLT).

Duties and Responsibilities

The Executive Assistant duties shall include, but not be limited to, the following:
  • Coordinates SLT members’ calendar and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.
  • Coordinates travel arrangements for SLT members; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
  • Exercises considerable judgement and discretion in handling requests for appointments and telephone calls
  • Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
  • Composes, types, and distributes professional correspondence and memoranda, e-mails, using individual initiative and as assigned.
  • Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
  • Performs general clerical duties including but not limited to filing, photocopying, faxing, e-mailing and mailing.
  • Reviews/responds to/prepares daily internal/external mail and overnight packages. Also responsible for managing various Corporate shipping accounts with FedEx, UPS, etc.
  • Administer Corporate travel program (i.e. set up accounts, hotels/car rental discounts, etc.).
  • Proactively establishes and maintains highly organized filing system; files correspondence and other records, predominately on an electronic/cloud server.
  • Meets and greets visitors in a courteous and professional manner.
  • Orders and maintains office supplies and inventory.
  • Analyzes and maximizes office productivity.
  • Conducts research; compiles and types statistical reports.
  • Attends meetings and other functions as needed.
  • Prepares work agreements and proposals and maintains appropriate records and files.
  • Assists with special projects as assigned.
  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
  • Performs other related duties as assigned by management.

  • Qualifications

  • Education: HS Diploma or GED equivalent required; Associate degree (A.A.) or equivalent preferred
  • Experience: three to five years related experience preferred, or equivalent combination of education and experience.
  • Excellent verbal and written communication skills.
  • Proficient in commonly used Microsoft Office applications (Outlook, Excel, Word, PowerPoint, etc.)
  • Knowledge of SharePoint/OneDrive, and other email/collaboration technologies.
  • Keystroke a minimum of 50 wpm.
  • Professional appearance and demeanor
  • Ability to manage multiple priorities and workflows
  • Ability to support a completely remote executive team.
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
  • Acute attention to detail.
  • Commitment to excellence and high standards.
  • Ability to work on complex projects with general direction and minimal guidance.
  • Ability to deal effectively with a diversity of individuals at all organizational levels.
  • Good judgement with the ability to make timely and sound decisions
  • Creative, flexible, and innovative team player
  • Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
  • Ability to work independently and as a member of various teams and committees.
  • Demonstrated ability to plan and organize projects.

  • Working Conditions

    This job predominantly works from a professional office environment, with occasional work from a personal home office, but may require some travel to hospital/clinical and corporate office locations.

    Physical Requirements

    While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. This position required intermittent physical activity, including standing, walking, bending, kneeling, stooping and crouching as well as lifting (up to 50 lbs) and driving.

    Direct Reports

    This position does not have any direct reports.

    Reporting Structure

    The Executive Assistant position reports directly to the Corporate Controller, but indirectly supports all SLT members.

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