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Executive Assistant III

Admin | San Antonio, TX | Contract

Job Description
Executive Assistant III
Work Location: San Antonio, TX

Job Summary/Description
Under general supervision, provides administrative support to department or group of professionals. Collects, compiles and analyzes moderately complex data and information. Composes straightforward written descriptions and results. Requires the ability to exercise independent judgment and basic reasoning skills.
The Executive Assistant is responsible for decisions requiring a high degree of confidentiality and the exercise of initiative and independent judgment. Responsibilities include administrative support, assisting with projects, ensuring appropriate workflow, and operating in compliance with internal policies and procedures.

Job Duties/Responsibilities/Functions (including but not limited to)
• Administrative support responsibilities include the planning and execution of moderately complex duties that require independent judgment and decision making such as: administering/monitoring daily activities, scheduling/coordinating meetings, travel coordination and logistics, preparing/executing documents and forms, scheduling conference rooms/classrooms, coordinating activities and/or events, and assisting with visitors and incoming calls.
• Greets visitors, answers inquiries and refers all visitors and inquiries to appropriate resource. Answers incoming calls, routes calls to appropriate staff members, and/or takes accurate and detailed phone messages. Schedules appointments and maintains calendar. Provides back up support when other administrative staff are out of the office and as needed. Has extensive interaction with internal and external audiences.
• Prepare PeopleSoft requisitions, prior approvals, local/state vouchers, travel vouchers, facilities requests, audiovisual request and other documents for execution such as grant related documents. Obtain approvals and/or signatures on official documents as required. Maintains files and supply inventory. Investigates purchase options, submits requisitions, and follows-up on purchase of laptop, computer hardware, telephone, and key access.
• Assists with coordination of programs, including activities associated with other programs associated with student research. Schedules meetings, conferences, and events for faculty and students that require the preparation of itineraries/agendas/minutes and arrangements for catering and technical support. Maintains databases that track medical student research programs.
• Coordinates assignments with web services designed to develop and improve the medical student research website. Maintains Student Research Facebook page and Twitter as appropriate.
• Performs other duties as assigned.

Minimum Qualifications
• Bachelor’s degree or relevant work experience in lieu of education with five years of administrative experience. Combination of relevant education and experience will be considered.
• Must be knowledgeable in secretarial and administrative processes and procedures at a high level, preferably with experience in higher education.
• Must possess strong Windows-based computer skills including Microsoft Word, Excel, PowerPoint, Internet Explorer, and Outlook.
• Must be organized, detail-oriented, and able to prioritize and meet deadlines.
• Must possess excellent oral and written communication and interpersonal skills.
• Must display professionalism and flexibility in a fast paced, ever-changing environment.
• Will handle sensitive information and must be able to maintain confidentiality of information, documents and materials.

About InGenesis
InGenesis is dedicated to placing people in positions that preserve life, improve lives and inspire others. This does not happen without passionate people, skilled colleagues who are motivated to create innovative solutions and deliver superior service to our clients. Founded in 1998, InGenesis manages thousands of employees, including pioneering healthcare, science, technology and pharma professionals. The workforce solutions company includes almost half of the Fortune 500 in its nearly 300 clients. It is recognized as one of the largest healthcare staffing firms, and InGenesis is the largest minority/women owned healthcare staffing firm in North America.

EEOC Statement
We support a diverse workforce and is an Equal Opportunity Employer who does not discriminate against employees and applicants for employment on the basis of race, gender, color, religion, national origin, age, sexual orientation, gender identity, genetic information, disability, veteran status, or other classification protected by law.