Executive Administrative Assistant

Imaging Endpoints (IE) is an Imaging Technology and Imaging Clinical Research Organization (iCRO). We are passionately focused on our vision to Connect Imaging to the CureTM. Everything we do is aligned with this singular purpose. We work every day excited to advance imaging science, technology, and services to bring curative technologies to humankind. We have supported many of the most impactful new drug approvals in oncology, and we are seeking the most talented individuals globally that are passionate in their desire to assist us in our mission to customize each clinical trial's imaging to optimize the opportunity to demonstrate efficacy.

Imaging Endpoints is based in Scottsdale, Arizona, with offices in Cambridge, Massachusetts; London, UK; Leiden, Netherlands; Basel, Switzerland; Hyderabad, India and Shanghai, China. We are an affiliate of HonorHealth, one of the largest healthcare systems nationally, and Scottsdale Medical Imaging Limited (SMIL/RadPartners), the largest private radiology group in the United States. We are recognized as the world's largest and most preeminent iCRO in oncology.

The Executive Administrative Assistant / Lead Executive Administrative Assistant is primarily responsible for assisting in supporting the Imaging Endpoints executives in various duties including scheduling meetings, travel arrangements, and coordination of the work for both the CEO and/or CMO. The Executive Administrative Assistant / Lead Executive Administrative Assistant also provides document review/proofing, filing, and general administration of the Scottsdale office

RESPONSIBILITIES

Administrative Responsibilities

- Represents both CEO and/or CMO in all communications with clients, internal staff and the general public
- Assists in oversight of, and is familiar with, the CEO and/or CMO calendars to ensure organizational objectives are met within desired timeframes
- Assists in managing the daily workflow of the CEO and/or CMO; responding quickly to changing priorities.
- Assists in the management and coordination of administrative assistant activities related to travel arrangements for CEO and CMO and approve travel arrangements for all employees
- Attend meetings with CEO, understand the business, create minutes with "to do" lists and then facilitate follow-up with the executive team to ensure the items on the "to do" list are accomplished
- Document review and collaboration on training to excellence
- Assist the Lead Executive Administrative Assistant and CEO in managing marketing materials, public relations and press-releases, websites, LinkedIn and coordinate the many tasks required for tradeshows
- Assist in business development initiatives
- Maintain highly confidential documents and files for executives
- Prepare materials for internal and external meetings as assigned, including extensive use of PowerPoint and Word
- Assist in the office management portion of new hire employee onboarding checklist, including ordering of business cards, name plates, scheduling travel and distribution of onboarding agenda prior to date of hire and work with IT to provide onboarding training on phone and voicemail system and other onboarding tasks as needed
- Performs other tasks as assigned

Office Responsibilities

- Assist in management of Company website and associated vendors
- Assist with marketing materials and associated vendors
- Assist in management of office maintenance and associated vendors
- Assist in ensuring a safe, functional and comfortable office environment is maintained
- Assist in management of office supplies and orders; maintaining inventory and proper supply levels
- Assist with organization and coordination of vendors, in adherence to established budgets, to plan and organize companywide celebrations, and holiday events
- Collaborate with the Executive Administrative Assistant and IT department to secure, create inventory structure and maintain all internal IE office and building access keys and employee and temporary badges
- Performs other tasks as assigned

EDUCATION AND EXPERIENCE

- 5+ years of relevant executive level administrative experience and education; degree preferred
- Excellent verbal and written communication skills
- Excellent computer skills including all MS Office applications
- Proven experience supporting C-level executives and interfacing with physicians and high-level clients

SKILLS

- Positive "can do" attitude in a high-demand environment with constantly changing tasks and priorities; willing to jump in to assist whenever necessary
- Service oriented approach, flexible and proactive towards adapting to clients' needs
- Ability to coordinate project activities with diverse groups and individuals
- Must have great attention to detail and excellent oral and written communication skills
- Ability to excel in a team environment
- Must have the ability to learn quickly, develop robust procedures for critical tasks, multitask and work under pressure
- Must have strong time management, and organizational skills. Prioritizing workload to the changing needs of the day to day business is also a critical skill.
- Able to quickly and accurately assess the importance of a phone call, email, or document and take appropriate action to involve the appropriate parties
- Work precisely per all procedures, rules and regulations
- Must maintain strict confidentiality of sensitive data, records, files, conversations, etc.
- Self-motivated and able to grasp new concepts quickly

IMAGING ENDPOINTS' TEAM CHARACTERISTICS

- Passion to Connect Imaging to the CureTM and pursue a meaningful career by improving the lives of cancer patients through imaging
- Strong desire to be part of a dynamic, global team working closely together and growing year after year in a rewarding environment to help humanity through imaging
- Commitment and caring for our fellow team members, their families, and the communities IE serves - see Caring Endpoints https://caringendpoints.org/
- Integrity and high ethical standards; we always do the right thing
- High intellect and ingenuity; we enjoy solving problems, finding a better way, and the challenge of making a difference by improving lives
- Structured, organized, detail-oriented, and self-motivated; we approach each day with a detailed plan and excitement to accomplish the day's objectives while striving to improve ourselves and IE everyday
- Accountable; we do what we say and communicative effectively to meet deadlines; we enjoy advancing clinical trials, helping patients, and celebrating success
- High standard for excellence; we proof our own work, hold high standards for ourselves and our team, and always prioritize quality above all else

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk and hear. The employee is frequently required to sit. Specific vision abilities required by this job include close vision, color vision, ability to adjust focus.

Travel: N/A

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