Allscripts

Executive Assistant

US-MO-Chesterfield
Requisition ID
2017-13530
Posted Date
2 weeks ago
Category
Administrative/Clerical

Overview

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Welcome to Allscripts! Our Mission is to be the most trusted provider of innovative solutions that empower all stakeholders across the healthcare continuum to deliver worldclass outcomes. Our Vision is a Connected Community of Health that spans continents and borders. With the largest community of clients in healthcare, Allscripts is able to deliver an integrated platform of clinical, financial, connectivity and information solutions to facilitate enhanced collaboration and exchange of critical patient information.

 

The primary purpose of this role is to provide administrative assistance to senior business leadership and the business. EPSi University is responsible for training our client community as well as our internal team of associates. This position supervises the development of training programs, including design, production, delivery, evaluation, staffing and scheduling. This position will be responsible for using e-Learning technology to author web based training courses. The associate will work with cross-functional teams comprised of associates from other EPSi departments. We expect this associate to exercise creativity while fostering a collaborative culture.

Responsibilities

Personal Assistance:

  • Calendar handling – proactively make appointments & organize calendar to ensure efficient use of managers’ time
  • Ensure managers are appropriately briefed for meetings & receive papers/packs in a timely manner
  • Attend business meetings, take and distribute notes and action plans
  • Handle inbox – access mail to ensure urgent and important mail is escalated
  • Produce documents, briefing papers, reports and presentations
  • Deal with external and internal correspondence
  • Communicate with clients, suppliers and other staff
  • Screen telephone calls
  • Build knowledge of key business matters in order to effectively identify and screen priorities
  • Contribute towards delivery of business objectives and team activities.
  • Contribute to the building of good working relationships, both internally and externally

 

Travel Arrangements:

  • Organize manager & team travel including booking flights, transfers & accommodation
  • Process Visa applications
  • Negotiate and arrange most cost effective routes and rates

 

Meeting and event management:

  • Arrange meetings including sending invites, booking rooms, technology & refreshments
  • Set up audio visual equipment, communicating with IT to ensure effective and timely use
  • Arrange events, communicating with venues and suppliers
  • Welcome and look after visitors
  • Take notes of meetings; write and distribute action plans
  • Arrange team social events

 

Data management and tracking:

  • Process expenses
  • Process and track purchase ordering and invoicing for teams
  • Maintain sick and annual leave records and ensure compliance with company policy
  • Maintain organization charts and contact lists for department
  • Enter data & produce reports using various systems
  • Assist in the presentation of financial and other data
  • Collect and prepare data for monthly reporting
  • Create and maintain office systems to deal efficiently with paper flow
  • Organize and store paperwork, documents and computer-based information (including archiving)

 

General, technology & facilities:

  • Stay up-to-date on company policies and procedures to ensure compliance by managers & teams
  • Ad-hoc tasks e.g. filing, receiving & distributing faxes, photocopying, binding, organizing couriers
  • Distribute mail to teams
  • Back up call handling for team where appropriate
  • Own internal and external queries and information requests in order to proactively respond/take action
  • Act as champion for office technology (printers, faxes, audio visual equipment)
  • Link with IT to follow up on technology issues
  • Maintain local office supplies
  • Communicate with Facilities to report & follow up on issues affecting team area
  • Advise team members on administrative procedures
  • Assist as required with ad-hoc administrative work for managers & teams
  • Provide support as required to cover for colleagues in other areas of the business

 

Role/area specific:

  • Carry out specific projects and research
  • Undertake budget coordination and monitoring
  • Maintain on-line departmental procedures
  • Onboarding new hires
  • Lead project teams focused on developing education and training programs
  • Manage registration and scheduling for EPSi University events
  • Assist in defining learning objectives, identifying project staff, selecting the appropriate technologies and creating course content
  • Utilize e-Learning tools to create web based training courses
  • Actively contribute to the continuous improvement of training and education

Qualifications

Academic and professional qualifications:

  • Associate’s degree or higher
  • Business acumen
  • Typing speed and proficiency
  • MS Office skills  
  • AV equipment – basic awareness of set up

 

Experience:

  • Minimum of 2 years’ experience gained from within a corporate environment supporting at director level or equivalent
  • Good organization skills, time management and the ability to juggle multiple tasks are all prerequisites of an effective project manager. Other desired attributes include:
  • Energy, enthusiasm and creativity!
  • Experience in the full e-Learning development process
  • Basic understanding of technical, design (especially PowerPoint), and media issues
  • Basic knowledge of healthcare and/or finance principles
  • Proficiency using scheduling, productivity, and communication tools including GANNT charts, spreadsheets and web based conferencing tools
  • Leadership and persuasion skills

 

Travel requirements:

  • None

 

Working arrangements:

  • Flexibility to work additional hours as role demands
  • Work is performed in a normal office setting with minimal exposure to health or safety hazards
  • Substantial time is spent working on a computer

 

At Allscripts, our greatest strength comes from bringing together talented people with diverse perspectives to support the technology needs of 180,000 physicians, 1,500 hospitals and 10,000 post-acute organizations across the globe. Allscripts offers a comprehensive compensation and benefits package, including holidays, vacation, medical, dental, and vision insurance, company paid life insurance and retirement savings.

 

Allscripts policy is to provide equal employment opportunity and affirmative action in all of its employment practices without regard to race, color, religion, sex, national origin, ancestry, marital status, protected veteran status, age, individuals with disabilities, sexual orientation or gender identity or expression or any other legally protected category. Applicants for North American based positions with Allscripts must be legally authorized to work in the United States or Canada. Verification of employment eligibility will be required as a condition of hire.

 

From a "VEVRAA Federal Contractor" We request Priority Referral of Protected Veterans

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