Executive Assistant - IntraHealth International

The Executive Assistant for Operations is responsible for supporting the Vice President of Operations - focusing on management of workflow and calendars, priorities and deliverables, developing, tracking and monitoring the Operations Unit’s overhead budget, assisting with preparation of documents, and supporting the smooth, efficient and effective functioning of the teams under the Operations Group. The position will work closely with the Human Resources, Operations, Travel, Office Support and Information, Communication and Technology (ICT) Teams as well as with senior technical staff and members of the Finance and Contracts, groups. The position reports to the Vice President of Operations.

Develop and monitor overhead budgets and establish expenditure tracking systems to ensure that expenses are properly tracked, including accruals. Manage the flow of daily correspondence to ensure requests are met in a timely fashion; review and process paperwork including travel requests, expense reports, check requests, assignment descriptions and trip reports. Organize and maintain files, work flow processes and document flow. Facilitate domestic and international travel arrangements for Vice President of Operations and other Operations Unit staff, as requested, including travel authorizations and correct use of Task Codes on expense reports. Provide support for Operations Group including scheduling and managing preparations for meetings, preparing schedules for visiting staff, liaising with Office Services for visiting staff, taking notes and ensuring follow-up from meetings, including individual and group tasks and schedules, communication with relevant people both within and outside the organization, and coordinating the completion of various strategic initiatives. Maintain open task lists for Vice President of Operations and open assignments list for tasks delegated to others; monitor and oversee performance, deadlines and resource requirements. Handle all confidential materials and information. Manage various SharePoint sites. Assist with recruitment for new positions, orientation, scheduling interviews, and preparing orientation schedules. Provide administrative support to the Operations Group including filing, data entry, and creating reports.

Bachelor’s degree and at least three years’ related experience in a role supporting a senior executive or other similar senior administrative position. Proven experience working with financial concepts and issues. Demonstrated ability to frequently exercise advanced levels of judgment, tact, confidentiality and diplomacy. Exceptional organizational skills with demonstrated experience maintaining order in a fluid and vibrant environment. Proven ability to work in teams, and with different personalities and organizations. Desire and ability to work flexible hours. Experience taking on significant responsibility and exercise leadership. Proven ability to write and edit correspondence, reports and documents. Exceptional command of the English language demonstrated by excellent written and verbal communication skills. French a plus. Advanced skills in Microsoft Word, Excel, PowerPoint, graphics and Outlook; SharePoint experience highly desired.

This position is with IntraHealth International in Chapel Hill, NC. For immediate consideration, please forward cover letter and resume to jobs@intrahealth.org and reference EXA-RAL in the subject line. IntraHealth International, Inc. is an Equal Opportunity/Affirmative Action Employer.