Executive Assistant (CA based)

Calendar management: anticipate, prioritize, initiate, and schedule executive's meetings and activities. Has clearance to schedule meetings on own authority. Prepare and compile materials or special requirements for meetings on own initiative. Prepare agendas and presentation materials (charts, graphs, etc). Follow up on meeting action items. Field calls and inquiries, and handle routine and non-routine matters as appropriate. Focal point/liaison for executive's direct reports and others throughout the company on projects and requests that may be routine or of a critical, sensitive, or confidential nature. Organize, prioritize, and manage information flow, including incoming mail and other correspondence. Anticipate, prepare, revise, and disseminate correspondence. Track and follow up as appropriate. Review outgoing materials for accuracy, format, conformance with company policies/procedures, internal consistency; also ensure proper approvals have been obtained before routing correspondence, invoices, check requests, expense reports, or signature-required documents/forms. Maintain files. May schedule and coordinate on- and off- site meetings for small or large groups of varying nature/scope, including negotiating with vendors, scheduling, travel arrangements for participants, etc. May provide administrative and meeting planning support for trade shows (e.g. RSNA) including scheduling of booth activities, hospitality, etc. Compile and research data for report preparation. May create, maintain, update, and reconcile detailed analyses for reports required or requested by executive management. In executive's absence, coordinate requests and perform timely follow up. Keep current with and apply most efficient administrative support business practices, and newest software or other productivity tools required to support the executive level. Coordinate and manage executive's travel activities, which may include foreign business travel. In all areas of responsibility, ensure the executive has most updated and accurate information and data available and needed. May be focal point or liaison on legal and Human Resources issues. May provide support and assistance for other executive staff, Board of Directors, Japanese staff, other TMS companies, etc. Special projects as assigned.