Executive Assistant - Medical Affairs (Remote)

Purpose and Scope

The Executive Assistant performs a variety of responsible, confidential and complex administrative and technical duties. Acts as a liaison with other departments, staff, outside agencies and the general public. Ensures the efficient operation of the Chief Medical Officer’s office and team.

Essential Duties & Responsibilities
• Be mindful on a daily basis of schedules and agendas and anticipate actions required to maintain efficiency.
• Act as a liaison with other departments and outside agencies, which may include high-level staff such as CEO'S, Presidents, Senior Vice Presidents and Vice Presidents.
• Maintain meeting and travel schedules and organize travel itineraries.
• Prepare and/or update reports, proposals, correspondence, presentations, and other documents.
• Maintain highly sensitive and confidential files, correspondence and information.
• Organize important meetings and write agendas.
• Organize, coordinate and collaborate with other EA’s or team members in executing offsite or in person meetings and/or workshops.
• Resolve complaints within scope of information and authority and refer to others, as appropriate.
• Establish, develop, maintain and update filing system for designated Executive. Retrieve information from files when needed.
• Manages timesheet approvals, expense reports, and purchase requisitions for the CMO and Medical Leadership Team, while maintaining budget compliance.
• Perform other related duties as assigned.

Knowledge, Skills & Abilities
• Advanced knowledge of Microsoft Office Suite including Word, Excel, Access and PowerPoint.
• In-depth understanding (or able to quickly acquire knowledge) of department policies, procedures and company processes.
• Strong knowledge and ability in business correspondence and an ability to proofread for grammar, spelling, and punctuation with a high degree of accuracy.
• Command of organizational and editing skills.
• Excellent written and oral communication skills; ability to communicate effectively with diverse, and sometimes irate, individuals and calmly and efficiently handle situations ranging from routine to emergency.
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Extremely able to maintain confidential information.

Core Values

This position is expected to operate within the framework of Tolmar’s Core Values:
• Center on People: We commit to support the well-being of our patients. We are committed to treating our employees and those we serve as valued partners. By placing people at the heart of our actions, we actively engage, invigorate, acquire knowledge, and grow together.
• Are Proactive & Agile: We embody a culture of engagement and action. With a hands-on approach, we fearlessly adapt to change. We anticipate, respond swiftly and efficiently to ignite a spirit that propels us towards extraordinary outcomes.
• Act Ethically: We are committed to consistently conducting our business in an ethical, compliant, and socially aware manner, in line with our purpose of positively impacting lives. We actively cultivate diversity, equity, inclusion & sustainability in our workplace.
• Constantly Improve: We are committed to a collaborative & proactive effort to improve our products, systems, processes, and services by reducing waste, increasing efficiency & improving quality.
• Are Accountable: We think, act, and communicate with honesty, transparency, and clarity in alignment with our core values. We don't compromise our values for near term gain. We take accountability & ownership of our work, actions, successes, and setbacks. We strive to deliver our best as we shape the future.

Education & Experience
• BA in English, Business or related discipline (or equivalent combination of education and work experience).
• Five or more years’ experience in an Administrative Assistant position with at least two years supporting an Executive.

Working Conditions
• Working conditions are consistent with a normal office environment and/or remotely from home office.
• Minimal travel required.

Compensation And Benefits
• Pay: $36.00 per hour
• Benefits summary: https://www.tolmar.com/careers/employee-benefits

Tolmar compensation programs are focused on equitable, fair pay practices including market-based base pay and a strong benefits package. The final compensation offered may vary from the posted range based on the selected candidates qualifications and experience.

Tolmar is an Equal Opportunity Employer. We do not discriminate on the basis age 40 and over, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation or any other applicable status protected by state or local law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.

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