Senior Executive Assistant

4 weeks ago

Chennai, India Acentra Health Full time

Job Title:

Senior Executive Assistant

Location:

On-site - Chennai

About Acentra Health:

Acentra Health delivers a broad range of health information technology enterprise solutions and customizable products to a diverse base of state and federal agencies. We align, build, and manage innovative, high-quality, cost-effective solutions that help customers achieve their mission, enhance business performance, reduce costs, and improve the health for over 50 million Americans. With locations throughout the U.S. and in India, Acentra Health employs a world-class team of technologists, healthcare subject-matter experts and program managers, all of whom have experience with large scale mission-critical information technology implementations. Innovation and commitment to our mission are core to our DNA. And through our shared values, we foster an environment of inclusion, empowerment, accountability, and fun

Job Description:

We are searching for an Executive Assistant to work closely with our executive team. The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. He/ She will have previous experience working in an office environment, performing administrative duties and providing support to management.

Key Responsibilities

Communication Support and Quality:

  • Responsible for developing, delivering, and managing all forms of internal and external communication, both oral and written, to ensure consistent and effective messaging.
  • This role involves creating high-quality written content and delivering oral presentations, speeches, and communications to stakeholders across various platforms.
  • The ideal candidate should have excellent interpersonal skills and a proven ability to adapt messages to different audiences.

Administrative Support:

  • Manage the MD’s calendar, including scheduling meetings, appointments, and travel arrangements.
  • Organize and coordinate executive meetings, including preparation of agendas, minutes, and follow-ups on action items.
  • Screen and prioritize emails, phone calls, and correspondence for the MD.
  • Draft and prepare internal and external communications on behalf of the MD.
  • Prepare reports, presentations, and other documents as requested by the MD.

Stakeholder Management:

  • Act as the point of contact for internal teams, clients, partners, and external stakeholders on behalf of the MD.
  • Build and maintain relationships with key stakeholders, ensuring smooth communication and issue resolution.
  • Handle confidential and sensitive information with the utmost professionalism and discretion.

Event Coordination:

  • Organize and coordinate corporate events, board meetings, conferences, All Hands, Town Halls and off-site activities as required.
  • Ensure all logistics, materials, and resources for meetings and events are properly arranged.

Travel and Expense Management:

  • Arrange complex international and domestic travel itineraries, including flights, accommodations, and ground transportation.
  • Prepare and process expense reports and reimbursements for the MD in a timely manner.

Office and Time Management:

  • Proactively manage and optimize the MD’s time by prioritizing tasks and responsibilities.
  • Ensure that the MD is well-prepared for meetings, briefings, and presentations.
  • Oversee office supplies and equipment related to the MD's workspace and aid as needed.

Qualifications and Skills:

  • Experience : 4+ years of experience in a similar role supporting C-level executives or senior management.
  • Education : Bachelor’s degree in business administration, Communications, Travel, Hospitality, Tourism or equivalent degree.

Skills :

  • Excellent verbal and written communication skills.
  • Strong organizational and multitasking abilities.
  • High level of discretion and confidentiality.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (e.g., Zoom, Teams, Breakout rooms).
  • Ability to prioritize and manage multiple tasks in a fast-paced environment.
  • Strong problem-solving and decision-making skills.
  • Attention to detail and accuracy.
  • Excellent English writing and speaking skills.
  • Extremely professional etiquette.
  • Ability to hold highest level of confidentiality.
  • 2 years of experience in hosting meetings using Teams and Zoom is a must. Experience in running meetings on Teams and Zoom with creating break out rooms, run reports is mandatory.
  • 2 years of in hosting company events like All Hands and Town Halls is mandatory.
  • 2 years of experience in hosting company leadership visits like CEO, CFO etc.
  • 2 years of experience in MS Outlook calendar management is mandatory.
  • Good experience in MS office tools – Excel, Word and PowerPoint
  • 1 year of experience in flight and hotel bookings for all employees is a must. We will have a travel agency to support the bookings but managing the overall bookings and communication is required.
  • Flexible to travel to different office locations or events in different locations

Other Requirements:

  • Availability to work flexible hours and to travel as needed.
  • Ability to work independently and anticipate the needs of the Managing Director.

Key Competencies

  • Proactive and Self-Motivated : Takes initiative and works independently to ensure that tasks are completed efficiently.
  • Strong Interpersonal Skills : Demonstrates emotional intelligence, maintains positive relationships with stakeholders, and resolves issues diplomatically.
  • Time Management : Excellent ability to manage multiple tasks and deadlines.
  • Adaptability : Able to handle rapidly changing priorities in a dynamic environment.

Problem Solver : Ability to anticipate challenges and offer strategic solutions.

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