Executive Assistant

The JobProvides executive and administrative support to respective Vice President/Senior Vice President/Officer and department. Responsible for administrative management of IT financial and legal processes.You WillProvides administrative support as required by the respective Vice President/Senior Vice President and related team members, including but not limited to, answering telephones; maintaining calendars; coordinating travel arrangements, preparing and submitting expense reports; screening and organizing mail and other communications.Prepares and distributes all necessary reports and documents from the respective executive and related team members, as directed.Schedules, coordinates, and prepares for regular team meetings and other recurring or ad-hoc meetings. Responsibilities include agenda preparation, meeting material preparation and distribution, room set up, and general logistics to ensure a smooth participation experience.Records and prepares minutes of meetings as requested.Composes clear, accurate, and concise letters, reports, and other correspondence. May include Board documents and communications.Manages records by filing and maintaining documents. Maintains privacy and confidentiality of all materials—electronic and hardcopy.Provides general administrative assistance as needed.Manages department invoicing by processing, filing and maintaining documents.Manage relationships with the 100+ IT vendors, ensuring contracts and invoices are executed in a timely mannerDevelop and manage internal governance for vendor and contract managementUnderstand IT-vendor spending, maintaining records of all contract and financial dataServe as the point of contact with Legal for all IT contract-related items, working to resolve any questions or concerns that arise during contract negotiation and executionWorks collaboratively with related departments.Contributes to team effort by accomplishing related results as needed.Actively support the achievement of SCAN’s Vision and Goals.Other duties as assigned.Your Qualifications2-5 years of experience scheduling and managing calendars with MS Outlook3 years relevant experience.Experience within specific department area, preferred.Strong interpersonal skills, including excellent written and verbal communication skills.Strong organizational skills.Ability to handle multiple tasks simultaneously and work independently with minimal supervision.Ability to manage and maintain confidential information.Proficient in MS Office.

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