What we are looking for
We are seeking an Executive Administrative Manager to be an integral part of the Administrative Support team for AscellaHealth. The individual in this role will manage the daily activities of the Administrative Support Team. Additionally, the position will work very closely with the Chief of Staff to ensure comprehensive and effective administrative support for the C-Suite and Executive Leadership Team. To be a successful Executive Administrative Manager at AscellaHealth, you should have a pleasant personality, be extremely organized, and be comfortable multi-tasking.
You should also be able to problem solve proactively to deal with urgent situations promptly and effectively and be willing to learn and grow within the organization.This position is based in Berwyn, PA, and requires working in the office five (5) days a week from 8:30 a.m. to 5:00 p.m., Monday through Friday.What the position will be doing
- Supervise the Administrative Support Team which is responsible for managing and communicating all aspects of the assigned executives, including the President, CEO, CFO, and COO’s work week..
- Provide backup support/coverage for administrative support team members as needed.
- Ensure proactive and efficient administrative support, including scheduling, travel, and expense reimbursement.
- Work with the team to ensure they can act as gatekeepers to proactively assess requirements for various requests for the C-suite’s time and understand the Who, What, Where, When, and Why to ensure appropriate and adequate time scheduling.
- Possess foresight and ability to understand the connections between basic tasks and how their completion impacts long-term targets/goals for these executives and the organization.
- Act as liaison to the Board of Directors, attend Board meetings, take minutes, work with them and the senior leadership team to prepare materials for Board reports, and assist in ongoing communications and activities with the Board of Directors.
- Promptly follow through on issues and proactively communicate information to ensure smooth business operations.
- Make high-level contacts of a sensitive nature inside and outside the company.
- Manage calendars, scheduling and prioritizing appointments and meetings to maximize employees' engagement and ensure the achievement of organizational goals.
- Accompany executives to their meetings and prepare agendas, presentations, and other materials. Record, compile, transcribe, and distribute minutes of meetings as requested.
- Organize client meetings, including lunches and dinners (as needed), and occasionally client requests for assistance when visiting the corporate office.
- Screen and manage visitors, ensuring appropriate follow-through.
- Draft correspondence, recommendations, reports, and memoranda as requested.
- Coordinate travel arrangements (providing scheduling options), including air, hotel, and car rental reservations.
- Build relationships and liaise with all staff as needed to ensure a smooth working relationship with the Executive Office.
- Maintain electronic and hard copy filing system and retrieve documents quickly and efficiently upon request.
- Create and modify PowerPoint, Word and Excel documents in support of key client meetings/events.
- Perform other related duties as assigned or necessary; remain flexible and adaptable in work schedules and assignments as defined by departmental and organizational needs.
Necessary Skills, Education & Abilities
- An Associate’s degree, or 2-year equivalent, is required. A Bachelor’s Degree in communications, business administration, or related discipline or an equivalent combination of degrees and experience is preferred.
- Ten (10) or more years of overall professional experience and eight (8) or more years of experience in Executive Office support are necessary.
- Five or more years of experience in managing a team is necessary.
- Advanced skills with MS Office applications/platforms, Outlook, Word, Excel, PowerPoint, Teams and OneNote
- Advanced PowerPoint skills, including experience building sophisticated presentations using animations, slide templating, and image creation, are mandatory.
- Proficiency with virtual collaboration technologies, like MS Teams and GoTo Meeting.
- Interpersonal skills: the ability to work well with people from many different disciplines with varying degrees of experience; competence in clear, concise, and tactful communication with management, vendors, peers, and staff.
- Conceptual, analytical, and negotiation skills are necessary, as are the ability to solve moderately complex problems and develop actionable recommendations.
- Ability to multi-task in a fast-paced environment, including adaptability and flexibility to manage deadline pressure, ambiguity, and change.
- Excellent oral and written communication, time management, and customer service skills.
- Self-motivated, willing to learn, and proactive.
- Ability to maintain confidential information.
- Relentless attention to detail and follow through.
- Ability to work independently with limited supervision or with a team.
- Ability to manage multiple projects.
- Ability to plan and facilitate meetings and effectively participate and provide readouts during meetings.
- Ability to gain cooperation and support through effective use of influence and persuasion required.
About UsAscellaHealth is a global partner that delivers proven end-to-end solutions to both life sciences and healthcare companies to enhance the quality of life for patients with complex, chronic conditions. Every day, our team gets critical healthcare products from manufacturers to patients while ensuring an efficient flow of funds between payers and pharma. Our Mission:To shape the future of healthcare by delivering end-to-end solutions throughout the global specialty pharmaceutical industry that optimize outcomes, enable cost savings, and accelerate patient access to life-changing therapies.Our Vision:We aim to be a leader in global health innovation, ensuring that complex therapies reach patients through an ecosystem of solutions that remove barriers and improve health outcomes.Visit www.AscellaHealth.com.Our Culture:The AscellaHealth culture is one of diversity and inclusion with a patient-centric approach in everything we do.
Our highly innovative and collaborative environment ensures we deliver best-in-class specialty pharmacy solutions addressing the unmet needs in the market.AscellaHealth provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
