Job Details

Overview

USAntibiotics, the only U.S. manufacturer of Amoxicillin products, is part of the Jackson Healthcare family of companies. We're always looking to add new talent to our teams, and we value diverse professionals who have strong leadership skills, align with our culture, and are committed to excellence.
The USAntibiotics (USAN) Executive Assistant is responsible for providing high-level administrative support to the USAN President and members of the executive leadership team. This position is responsible for assisting the president with organization, planning and administrative functions serving as a gatekeeper to the president's time and priorities. The Executive Assistant will work closely with the USAN leadership team in support of complex tasks requiring discretion and strong organizational skills. The Executive Assistant will prepare correspondence, memorandums, and reports as well as schedule meetings and events, coordinate training and other administrative tasks. The Executive Assistant will manage all meeting minutes, prepare appropriate action follow-up plans and documents and assemble and maintain statistical data.
ROLES & RESPONSIBILITIES:

• Assumes responsibility for the effective performance of all assigned administrative and clerical functions.
  • Represents USAN to receive and welcome visitors and telephone calls and either notify staff members or record and relays messages.
  • Conducts visitors to proper offices and announces them.
  • Will collaborate with company president and members of the executive leadership team to provide administrative and operational support for calendar management to include scheduling meetings, appointments, and travel arrangements ensuring optimization of the executive's schedule.
  • Responsible for information management to include organizing and maintaining files, databases and other information systems for the company president and members of the executive team as needed to include updating contacts and articles in the database, using database to export information, merge letters, make contact lists, produce labels, and prepare group emails.
  • Types proofread and edit documents and assemble a variety of documents including memos, letters, and reports for company president and members of the executive leadership team as needed.
  • Sorts and distributes incoming mail to appropriate executives.
  • Communicate with members of the management team regarding dates, locations, and times of meetings.
• Plans and attends weekly executive team meetings, project meetings and other planning meetings as required and prepares minutes and facilitates distribution for approval and action items.
• Prepares and maintains assigned records and reports.
  • Assembles, tabulates, calculates, and maintains financial and statistical data on a regular and special basis.
  • Prepare documents and presentations.
  • Assembles internal reports submitted to management and committees.
  • Maintains policy manuals, federal guides, and other library reference material.
• Maintains effective business relations with customers and external contacts.
  • Resolves customer requests, complaints, and problems or refers them appropriately.
  • Promotes goodwill and conveys a positive image of the company.
• Establishes and maintains effective working relationships with area staff and with management.
• Assists other support personnel and area associates as needed.
• Keeps management informed of area activities and of any significant problems.
• Performs special operations and manages special projects as assigned.
• Conducts job duties in accordance with corporate values and culture.

• Create presentations for company meetings as requested by company president and members of the executive team.
• Plans for company social events and helps with arrangements for company meetings.
• Responsible for ensuring that company literature, banners, and other business apparel and gifts are ordered for associates, as approved/requested by the president.
• Submits maintenance and IT tickets to JH shared services departments as required.
• Assists with proofreading and distributing provider contracts for recruiting, as directed by the president.
• Manages office supplies for administrative area.
• Maintains notary public certification.

QUALIFICATIONS - EDUCATION, WORK EXPERIENCE, CERTIFICATIONS:

EDUCATION:

• Bachelor's degree or equivalent experience.

EXPERIENCE REQUIRED:

• Ten years of administrative experience, with at least 5 years as an executive assistant.
• Exceptional communication skills required to include verbal and written communication to effectively interact with internal and external stakeholders.
• Discretion and confidentiality required. Ability to manage sensitive information with utmost confidentiality.
• Strong organizational skills required. Ability to prioritize tasks, manage multiple projects simultaneously and meet deadlines.
• Attention to detail with a meticulous focus on accuracy and thoroughness in all tasks.
• Advanced PC skills to include proficiency with MS Outlook, Word, Excel, and Power Point. Experience with Salesforce is a strong plus.
• Strong quality management skills with ability to manage multiple, competing tasks and priorities ensuring efficient workflow mapping.
• Ability to work with IT to ensure videoconference meetings are set up.
• Works with contracts and mail merge documents.
• Create, proofread, and assemble a variety of documents including memos, letters, reports, etc.
• Good problem-solving skills and ability to track and resolve customer complaints and problems - and/or report as appropriate.
• Ability to establish and maintain positive effective working relationships with other staff.
• Word processing skills that are quick and precise; editing and proof-reading documents using correct grammar, spelling and punctuation
• Strong interpersonal and public relations skills.
• Build relationships that motivate, guide, and/or reinforce the performance of others toward goal accomplishments.
• Solid analytical, creative, and problem-solving abilities.

EEO Statement

USAntibiotics is an EEO/AA Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity and expression, national origin, age, disability or protected veteran status. We celebrate diversity and are committed to creating an inclusive environment for all of our associates.