Executive Assistant - EA - Project Manager

Primary Responsibilities:

• As an Admin Assistant - Work closely with business leaders for the following tasks
  • Create/maintain calendars/coordinate meetings avoiding scheduling conflicts
  • Create/prepare meeting materials (e.g., PowerPoint deck; agendas) and ensure distribution to appropriate individuals in a timely manner
  • Schedule, coordinate, and/or set up resources and technology (e.g., conference rooms; food; Telepresence) needed for meetings/events (e.g., training)
  • Make travel arrangements (e.g., airline; hotel; ground transportation; office space assignment) for meeting attendees (e.g., external customers; executives)
  • Host, coordinate, and/or facilitate meetings/external events as needed (e.g., introduce speakers; manage PowerPoint deck; ensure time schedules are adhered to; assist with technology; take notes)
  • Ensure meeting participants (e.g., external customers; executives) have appropriate access to facilities and systems (e.g., issue security badges; request building access; internet access)
  • Plan and organize logistics of large and/or offsite events, using internal resources as needed (e.g., UHC Meeting Teams)
  • Compile and/or integrate information needed to complete reports and documents
  • Prepare and/or format office documentation (e.g., proposals; letters; spreadsheets; reports) needed for various audiences (e.g., clients; executives; internal business partners)
  • Review prepared documents to ensure accuracy and quality, and revise as needed
  • Post relevant documentation (e.g., meeting notes; proposal letters; PowerPoint decks; policies and procedures; general correspondence) onto relevant systems (e.g., SharePoint; eDoc) and communication boards
  • Maintain and distribute lists as needed (e.g., organizational charts; email; distribution; vendor; contacts; phone)
  • Record/label/file records and documents according to enterprise records management procedures
  • Utilize relevant software applications (e.g., Microsoft Project; Word; Excel; PowerPoint; Outlook; Visio; Publisher; Access; Adobe Pro)
  • Create and/or maintain administrative desk manual to ensure continuity of office operations
  • Assist internal partners (e.g., print shop; marketing) with coordination of printed documentation (e.g. flyers; brochures; cutsheets)
  • Monitor/oversee internal office communications (e.g., email; calendar; phones) for internal team members and take appropriate action, as needed
• As a Project Manager - Assesses and interprets leadership needs and requirements
  • Identifies solutions to non-standard requests and problems
  • Solves moderately complex problems and/or conducts moderately complex analyses
  • Works with minimal guidance; seeks guidance on only the most complex tasks
  • Translates concepts into practice
  • Provides explanations and information to others on difficult issues
  • Coaches, provides feedback, and guides others
  • Acts as a resource for others with less experience
• Comply with the terms and conditions of the employment contract, company policies and procedures, and any and all directives (such as, but not limited to, transfer and/or re-assignment to different work locations, change in teams and/or work shifts, policies in regards to flexibility of work benefits and/or work environment, alternative work arrangements, and other decisions that may arise due to the changing business environment). The Company may adopt, vary or rescind these policies and directives in its absolute discretion and without any limitation (implied or otherwise) on its ability to do so

Required Qualifications:

• Bachelor's degree
• 3+ years of experience in tracking, planning projects, working with large data sets and making data-driven analytical decisions
• 3+ years of project management experience
• Experience and interest in internal and external communications, partnership development
• Solid Microsoft Office skills
• Proven excellent proficiency with MS Project, Excel, Visio, PowerPoint and SharePoint
• Proven excellent time management, organizational, and prioritization skills and ability to balance multiple priorities
• Proven exceptional listening, verbal and written communication skills
• Proven high attention to detail
• Proven to be confident and articulate, ability to challenge ambiguity
• Proven ability to manage key projects and programs
• Proven ability to effectively prioritize and execute tasks in a high-pressure environment
• Proven ability to work independently and jointly in unstructured environments in a self-directed way

Preferred Qualification:

• Certified Project Manager (PMP or Prince 2 or Agile Certified)