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Executive Assistant at athenahealth in Watertown, MA

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Position Summary:
The Executive Assistant provides executive level support and is responsible for managing the Executive's administrative needs to ensure his/her time is effectively allocated and that he/she has the information and materials needed to advance priorities.
Responsibilities include but are not limited to:
The Executive Assistant provides comprehensive range of support services to ensure the overall efficiency for the Executive.
50% Logistical and Administrative Support
  • Scheduling, contact and calendar maintenance (Outlook) with attention to streamlining the executives' days and ensuring they have the information and documents they need in advance of the meetings in which they need them
  • Expense report preparation (Oracle)
  • Invoice and purchase order management (Oracle)
  • Travel planning and coordination
  • Prepare and brief executives and teams on materials required for their daily schedules
  • Create documents including PowerPoint presentations both formatting and adding content
  • Coordinate meetings
  • Communicate frequently with stakeholders on open items owed to and by internal and external constituencies
50% Lead Project Execution
  • Plan retreats, off-sites, meetings, and other department-related projects and events
  • Plan & Organize team building activities for the teams rolling up to the stakeholder
  • Attend key meetings, capturing follow-up tasks, and keeping tasks current
  • Prepare materials required for stakeholder's daily schedule
  • Communicate frequently on open items owed to and by internal and external constituencies
  • Support planning process
  • Organize site visits, other internal activities
Education, Experience, & Skills Required:
  • Associates Degree preferred or commensurate experience in an Administrative role required
  • 3-5+ years of Executive Assistant or project coordination experience
  • Strong written and verbal communications skills
  • Strong project management skills preferred
  • Ability to work well in a team environment across geographies
  • Proficient in Microsoft Outlook, Word, Excel, PowerPoint, Outlook, Visio and the Internet
  • Proven ability to independently manage many changing tasks simultaneously
  • Maintains punctual, regular and predictable attendance
  • Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder
  • Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude
  • Provides systematic and dependable follow up, as well as a high level of organization and preparedness
Behaviors and Abilities Required:
  • Demonstrate a high degree of customer service and relationship building abilities
  • Ability to prioritize and to multi-task in a fast paced environment, manage several projects simultaneously, meet deadlines, and communicate potential conflicts to manager
  • Ability to work independently as well as part of an extended, cross-functional  team
  • Ability to be an effective team member and display initiative and flexibility in team goal orientation in an ever changing environment
  • Ability to be flexible and change with environment, industry, and business demands
  • Ability to act as a model athenista (emotionally intelligent, dedicated, passionate, intellectually curious, fun, etc.)

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