Executive Assistant, Innovations - Truth Initiative

• 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

• 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)

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