RL - Wheels:Executive Assistant

About the Role

. Manage scheduling for business head(s)

. Draft, review and send communications on behalf of business head(s)

. Organize and prepare for meetings, including gathering documents and attending to logistics of meetings

. Answer and respond to phone calls, communicate messages and information to the executive

. Prioritize emails and respond when necessary . Coordinate travel arrangements

. Maintain various records and documents for business head(s)

Key Responsibilities:

. Work directly with the business heads to support all aspects of his daily work routine.

. Maintain the business heads calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.

. Serve as a liaison between the business heads, ACGME staff and the public. This includes receiving and screening the business heads phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

. Coordinate work with other ACGME staff as needed play a key role in the coordination of staff efforts both within and outside the department.

. Provide coordination, monitoring, and communication of projects and programs managed by the IS Department and the ACGME Program Management Office (PMO).

. Assist in PMO activities and processes including project planning, intake, prioritization, initiation, execution, and training as well as in fostering collaboration of end-users and key stakeholders.

. Serve as a primary point of contact between the Office of the business heads and IS governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.

. Assist the business heads in the development of presentations and white papers for internal and external audiences.

. Determine priority of matters of attention for the business head redirect matters to staff to handle, or handle matters personally, as appropriate.

. Keep the business head advised of time-sensitive and priority issues, ensuring appropriate follow-up. . Routinely perform a wide variety of support duties.

. Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

. Sort and triage mail maintain e-mail and other address directories.

. Compose and prepare letters relating to routine correspondence for the business head signature.

. Schedule departmental meetings assist in the preparation and distribution of meeting agendas and materials.

. Transcribe source material, prepare documents, reports, tables and charts distribute as appropriate.

. Prepare, reconcile, and submit expense reports.

. Maintain paper and electronic filing systems.

. Maintain confidential and sensitive information.

. Attend meetings and take notes of discussion prepare the initial draft of minutes and summaries.

. Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

. Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Qualifications:

. Excellent written and verbal communication skills

. Time-management skills

. Ability to pay attention to detail

. Organization skills

. Ability to multitask

. Basic understanding of frequently used computer software and programs, such as Microsoft Office

. Interpersonal skills