Administrative Assistant

Grand Rounds | Lewiston, Me

Posted Date 10/10/2019
Description

About us:

Grand Rounds is a new kind of healthcare company. Founded in 2011, the company is on a mission to raise the standard of healthcare for everyone, everywhere. The Grand Rounds team goes above and beyond to connect and guide people to the highest quality healthcare available for themselves and their loved ones. Grand Rounds creates products and services that give people the best possible healthcare experience. Named a 2019 Best Place to Work by Glassdoor and Rock Health’s 2018 Fastest Growing Company, Grand Rounds works with inspiring employers and doctors to empower them to be the change agents we need to make our shared vision a reality.

The Role:

At Grand Rounds, the Administrative Assistant will provide administrative support for three VP’s located in two zones. We are looking for someone who is forward thinking, takes initiative, and delivers results with poise and professionalism. This is an hourly, non-exempt role.

Responsibilities:

    • Proactively manage the day-to-day needs and requests from the three VPs you support
    • Develop a general understanding of the team’s function
    • Respond to calendar scheduling requests and internal/external meeting coordination
    • Coordinate meeting logistics, including catering, conference space and attendee communications
    • Compile, submit, and track expenses in Workday
    • Assist with booking travel and managing logistics when needed
    • Coordinate team meetings, activities, and communications when requested
    • Arrange and schedule interviews with recruiting
    • Project manage tasks to ensure follow-up to action items
    • Leverage internal network and teams to effectively manage workflow
    • Partner with other Executive Assistants for coordination and to provide additional support or backup

Qualifications:

    • Bachelor's Degree
    • Minimum of 3+ years of recent, full-time administrative support, reporting to 1 or more executives (within last 3-5 years)
    • 3+ years of managing the calendar, expenses, and travel of executive or similar level
    • Tech savvy with expertise in G-Suite, Slack, and Mac (Workday experience a plus)
    • Heavy calendar management experience
    • Ability to concurrently manage priorities from the three VPs
    • Strong interpersonal communication skills, communicates effectively by actively listening, checking for understanding, adjusting communication content by style to meet diverse stakeholders, and providing timely information
    • Highly collaborative
    • Willing to work cross-functionally
    • Work well under pressure in a rapidly changing environment
    • Customer service focus and attitude with a genuine passion for anticipating needs and providing support that exceeds expectations
    • Handle highly confidential materials with discretion and tact
    • Demonstrated ability and willingness to continuously acquire new competencies and accept new challenges
    • Strong project management, organizational, and detailed planning skills with the ability to work on multiple objectives with tight deadlines
    • Extremely organized and able to prioritize and manage multiple projects simultaneously
    • Self-starter
    • Ability to stay on top of new tools and technologies
    • Commitment to the mission of the company

Skills:

    • Event Planning and Management
    • Email Management
    • Expense Management
    • Time Management
    • Teamwork
    • Executive Calendar Management
    • Project Management
    • Communications

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Grand Rounds is an Equal Opportunity Employer and considers applicants for employment without regard to race, color, religion, sex, orientation, national origin, age, disability, genetics or any other basis forbidden under federal, state, or local law. Grand Rounds considers all qualified applicants in accordance with the San Francisco Fair Chance Ordinance.

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