Administrative Assistant

Grand Rounds
Full time
Administrative
United States
Hiring from: Anywhere

Administrative Assistant (Remote)



  • REMOTE

  • MANAGEMENT & ADMIN – ADMINISTRATIVE

  • FULL-TIME


About us:


Grand Rounds is a tech-driven healthcare company dedicated to raising the standard of healthcare for everyone, everywhere. By harnessing the power of technology, we connect nearly 6 million members to top-rated doctors and data-driven insights to make better informed healthcare decisions. Driven by premier thought leaders in patient care, technology, and business since 2011, our team of 800+ proudly serves Walmart, Costco, Salesforce, and over 140 of America’s top employers as a free employee benefit. Chosen as a 2019 Best Place to Work by Glassdoor and a UCSF Digital Health Award winner for Employer Wellness, Grand Rounds thrives at the forefront of technology-driven healthcare innovation.


About the role:


At Grand Rounds, the Administrative Assistant will provide administrative support for three VP’s located in three time zones. We are looking for someone who is forward thinking, takes initiative, and delivers results with poise and professionalism. This is an hourly, non-exempt role.


Responsibilities:



  • Proactively manage the day-to-day needs and requests from the three VPs you support

  • Develop a general understanding of the team’s function

  • Respond to calendar scheduling requests and internal/external meeting coordination

  • Coordinate meeting logistics, including catering, conference space and attendee communications

  • Compile, submit, and track expenses in Workday

  • Assist with booking travel and managing logistics when needed

  • Coordinate team meetings, activities, and communications when requested

  • Arrange and schedule interviews with recruiting

  • Project manage tasks to ensure follow-up to action items

  • Leverage internal network and teams to effectively manage workflow

  • Partner with other Executive Assistants for coordination and to provide additional support or backup


Qualifications:



  • Bachelor’s Degree

  • Minimum of 3+ years of recent, full-time administrative support, reporting to 1 or more executives (within last 3-5 years)

  • 3+ years of managing the calendar, expenses, and travel of executive or similar level

  • Tech savvy with expertise in G-Suite, Slack, and Mac (Workday experience a plus)

  • Heavy calendar management experience

  • Ability to concurrently manage priorities from the three VPs

  • Strong interpersonal communication skills, communicates effectively by actively listening, checking for understanding, adjusting communication content by style to meet diverse stakeholders, and providing timely information

  • Highly collaborative

  • Willing to work cross-functionally

  • Work well under pressure in a rapidly changing environment

  • Customer service focus and attitude with a genuine passion for anticipating needs and providing support that exceeds expectations

  • Handle highly confidential materials with discretion and tact

  • Demonstrated ability and willingness to continuously acquire new competencies and accept new challenges

  • Strong project management, organizational, and detailed planning skills with the ability to work on multiple objectives with tight deadlines

  • Extremely organized and able to prioritize and manage multiple projects simultaneously

  • Self-starter

  • Ability to stay on top of new tools and technologies

  • Commitment to the mission of the company


Skills:



  • Event Planning and Management

  • Email Management

  • Expense Management

  • Time Management

  • Teamwork

  • Executive Calendar Management

  • Project Management

  • Communications


Grand Rounds is an Equal Opportunity Employer and considers applicants for employment without regard to race, color, religion, sex, orientation, national origin, age, disability, genetics or any other basis forbidden under federal, state, or local law. Grand Rounds considers all qualified applicants in accordance with the San Francisco Fair Chance Ordinance.


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