Executive Assistant Senior

Make a difference in the future of global healthcare!  Join our JPSys team to support our Headquarters and President in Northern VA!   JPSys is a certified Woman Owned Business. Our mission is to standardize, manage and improve the interoperability and usability of clinical data.

Executive Assistant Senior

J P Systems provides professional services for large Federal Healthcare IT projects.  Be part of a team influencing the future of clinical data management by helping us to analyze and improve workflows across the Federal Government.  

As the Executive Assistant to the President, this person will have a large variety of duties.  Efficiency, organization, speed and anticipation are key skills.

Responsibilities of the Executive Assistant Senior:

• Performs a wide variety of complex administrative duties in support of the President. Daily duties may include a large variety of coordination and support tasks including calendar coordination, email review, virtual meeting scheduling and meeting coordination.
• Agenda preparation and minutes for multiple weekly meetings.
• Support the President by scheduling internal and external appointments and rearranging meetings when needed.
• Must be an effective gatekeeper to prevent unauthorized people from obtaining meetings.

Duties:

• Efficiently manage the President's meeting requests and calendar.
• Schedule the President's virtual meetings using MS Teams 
• Promptly make phone calls as requested to coordinate meetings and events.
• Manage virtual meetings by making sure the correct staff is invited and in attendance just before the start of the meeting.
• Develop, proof, format and distribute meeting agendas in a timely manner as appropriate.
• Review, prioritize and route emails for President and Administrative Dept.,
• Twice daily (8:30 AM and noon) without fail, delete junk emails and report phishing emails.
• Take meeting minutes for various high-profile projects.
• Be willing to learn and become familiar with clinical or technical topics and abbreviations.
• Process audio recordings of meetings, store in appropriate folder in shared company cloud
• Name and organize project documents according to company file and configuration management policies.
• Retrieve documents as needed from shared company cloud.
• Fill out own time sheet daily without fail.
• Proof weekly timesheets for entire company (62 people) to an exacting standard.
• Other duties will be assigned to meet project needs.
• Must be able to work independently in a virtual environment, while responding to requests and deadlines in a timely manner
• Impeccable attention to detail is a must.
• Top notch soft skills are a must as they will interface with staff across the country.
• Collect mail from corporate office and post office. Prepare mailings for clients and employees. 

Travel: Weekly local travel to Clifton, VA in Fairfax County required.

Skills and Qualifications:

• 7 to 10 years of Administrative support experience in a role supporting C-Suite personnel. 
• Must have very strong problem solving skills.
• Able to multitask and handle multiple priorities with a calm, positive attitude, and professional manner.
• Must be able to work with great discretion and securely maintain highly confidential information.
• Candidate must be highly organized and able to anticipate needs.
• Ability to communicate effectively in written and verbal form.
• Demonstrated ability to be a self-starter and be able to work with all types of personnel with a professional attitude.
• Excellent time management, organizational, and multi-tasking skills.  
• Must be a technically savvy with MS Office 365, highly self-motivated and an independent worker.
• Highly developed soft skills / people skills and a consistently positive attitude.
• Virtual meeting software experience with MS Teams is required.
• Advanced proficiency in Microsoft O365 Suite (MS Word, Excel, and PowerPoint) is required.

Educational Requirements: 

Master's Degree or the degree equivalency of a B.A. plus 2 years of relevant experience or 4 years of experience

Although we are 100% virtual, you must be located in Northern, VA for regular local travel.

Must have high speed internet connection.  

Relocation: Not paid

J P Systems does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Please note that our pay ranges are carefully researched and set based on the requirements of the position.  The salary range is displayed under Compensation for each position.  If you feel you qualify for a more senior level position than the ones advertised, please feel free to instead submit your resume from our Open Jobs webpage for consideration.