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Executive AssistantCategory:Location: Philadelphia, Pennsylvania, United StatesJob PurposeThe Executive Assistant provides
executive support and serves as the primary point of contact for internal and
external parties on all matters pertaining to 2-4 executives. This position
handles details of a highly confidential, critical and sensitive nature, and
must function efficiently and effectively in a professional, global
environment. This position is required to independently manage multiple tasks
and projects with competing priorities and deadlines, screen and prioritize
communications and opportunities from external and internal sources as well as
organize and maintain administrative processes.Main Responsibilities Include Provides administrative
assistance in the implementation of executive’s activities and
responsibilities, proactively managing daily calendars, email and phone
communications including calls back where appropriate. Manages the daily evolving
calendar of the executive, keeping appointments and meetings on time or
changing schedules when necessary, recognizing differing time zones of global
colleagues, customers or contacts and arriving at the optimal schedule. Anticipates business needs
of the executive, both on a routine and a project basis; develops and maintains
a system that alerts executive to upcoming deadlines on requests or events. Manages domestic and
international travel arrangements and proactively coordinates the pre-planning
of trips with various internal and external parties, including arranging
appropriate travel, visas, hotels, transportation, meeting agendas and necessary
contacts, as well as other information, including reservations, directions and
time zone adjustments. Prepares travel folders and related meeting materials. Researches, creates and
maintains a file on all important relationships in advance of important
meetings for current and future reference; gathers and prepares relevant
information and collateral material for all meetings; works closely with staff
to ensure timely provision of back-up and informational materials relevant to
meetings. Ensures that various
administrative tasks are performed in an effective and efficient manner,
including copying, reviewing mail, drafting correspondence, screening telephone
calls as needed, and maintaining files as needed. Resolves routine to complex
inquiries, working proactively and independently as well as exercising maturity
and resourcefulness. Maintains records and
processes expense reports, invoices and any other requests for payment or
reimbursement. Performs other duties as
assigned.Qualifications Include Undergraduate degree a
plus Minimum of 7 years of
administrative experience, with strong preference for experience in global
matrixed organizations and/or supporting c-suite leaders. Demonstrated ability to
handle confidential information appropriately; diplomacy, professional conduct
and discretion exhibited at all times. Excellent written and
verbal communications skills. Ability to interact with
and work collaboratively with peers; strong interpersonal skills with ability
to work effectively with employees at all levels and from all cultures and
backgrounds. Demonstrated superior
attention to detail and accuracy and process results in composing, typing,
proofing materials, establishing priorities, flagging items for executive’s
attention and meeting deadlines. Ability to stay focused,
efficient and effective in managing multiple priorities; proactively
follows-through on projects to successful completion, often with deadline
pressures. Highly proficient in
Microsoft Office programs, including Word, Excel, Outlook and PowerPoint. Experience using Concur or
a related travel planning and expense management tool a plusThe Executive Assistant must be
creative and enjoy working within an environment that is results-driven and
community oriented. The ideal individual will have the ability to exercise good
judgment in a variety of situations and the ability to maintain a realistic
balance among multiple priorities. The Executive Assistant will have the
ability to work independently on projects, from conception to completion, and
must be able to work under pressure at times to handle a wide variety of
activities and confidential matters with discretion. He or she may be required
to be available during non-regular business hours, evenings and/or weekends as
needed to provide support and assistance to the executive.Elsevier is a global information analytics business that helps institutions and professionals progress science, advance healthcare and improve performance for the benefit of humanity. We help researchers make new discoveries, collaborate with their colleagues, and give them the knowledge they need to find funding. We help governments and universities evaluate and improve their research strategies. We help doctors save lives, providing insight for physicians to find the right clinical answers, and we support nurses and other healthcare professionals throughout their careers.Elsevier provides digital solutions and tools in the areas of strategic research management, R&D performance, clinical decision support, and professional education; including ScienceDirect, Scopus, SciVal, ClinicalKey and Sherpath. Elsevier publishes over 2,500 digitized journals, including The Lancet and Cell, more than 35,000 e-book titles and many iconic reference works, including Gray's Anatomy. Elsevier is part of RELX Group, a global provider of information and analytics for professionals and business customers across industries.Elsevier employs over 7,000 people in more than 70 offices worldwide. We are an employer of choice, attracting and developing talented and creative people who thrive in a challenging and fast-paced environment. We offer an excellent compensation and benefits package as well as a real opportunity for career growth in a growing organization. Elsevier is an equal opportunity employer: qualified applicants are considered for and treated during employment without regard to race, color, creed, religion, sex, national origin, citizenship status, disability status, protected veteran status, age, marital status, sexual orientation, gender identity, genetic information, or any other characteristic protected by law. If a qualified individual with a disability or disabled veteran needs a reasonable accommodation to use or access our online system, that individual should please contact 1.877.734.1938 or accommodations@relx.com.
