Oracle

Senior Administrative Assistant

Oracle

June 11, 2021

OCI is searching for an Executive Assistant to provide support/assistance to the Vice President Healthcare markets. We need an experienced Personal/Executive Assistant who is outgoing and takes a very structured and detail-oriented approach.
This is a fast-moving organization that are passionate about the future of cloud and like to have fun on the journey. They bring the benefits of technology to the healthcare and other large markets and have a very customer-centric approach to all that they do.
You will need to demonstrate a high degree of customer facing and interpersonal skills. We require a candidate that has had experience working in complex, structured and highly processed corporate environments. The focus will be to ensure smooth and seamless integration and management of the VP office as well the possibility of providing support to other vertical VP leaders, or teams applying pro-activity, initiative, discretion and confidentiality to all tasks.
KEY AREAS OF RESPONSIBILITY:
To manage the VP’s office in an efficient, effective and professional manner with complete confidentiality on matters where it is required
Provide proactive calendar support for your leader(s) and, potentially other members of their team
Responsible for keeping an overall view of the diary and forward planning to ensure an optimum schedule for the meetings and use of the VP’s time in accordance with her priorities for the business
Logistical support and ensuring that all travel arrangements are identified and made well in advance and compliant with Oracle travel policy
Manage regular weekly/ monthly/quarterly calls for the management team and key stakeholders. This will be at a regional and global level and include confirmation of agenda and follow up items
Daily monitoring and action of approval requests
Contribute to team meetings and offsites by assisting with the production of materials and pre-reads, taking notes and tracking action items
Facilitate information flow between VP's office and other internal/external groups
Review monthly KPI data and flag findings to VP
Maintain contact and relevant data for example – organization charts, customer profiles & statistics
Management of ad-hoc projects and project management to solution on behalf of the VP
SUCCESS CRITERIA:
Enable the VP to work as efficiently and effectively as possible
Effective management of the VP’s Office
Presents a professional image both internally and externally at all times, ensuring the reputation of the VP is maintained at a high level
Excellent with time management and able to quickly shift tasks and priorities as needed
Strong communication skills
Error free and timely correspondence
Uses initiative appropriate to the position and demonstrates a high degree of pro-activity
Eyes and ears for the VP across the business and wider organization
Ability to grasp future trends in digital technologies and act proactively
EXPERIENCE & PROFESSIONAL QUALIFICATIONS:
Experience at Executive level in a large corporate environment
Excellent written and verbal communication skills
Incredibly organized, with excellent attention to detail and a strong ability to execute
Multitasking and analytical skills - You are proactive and resourceful. Self-motivated
Understanding of managerial, financial and administrative processes
Mature and professional behavior
You have a knack for working across various roles and team in a fast-paced, changing environment while remaining flexible, proactive, resourceful, and efficient.
You are able to anticipate and respond to the needs of others before they arise
Creative thinker and problem solution finder
Project Management skills:
Intermediate level skills in MS Outlook, Word, Excel and PowerPoint
You are adept at handling sensitive information and situations with care and confidence
Ability to communicate, perform, and react well under pressure
Ability to make decisions and be assertive where appropriate
Diplomatic and tactful
Provides administrative/clerical support to a function, group or customer base. Supports an SVP or below.
Spends less than 20% of time providing administrative support to relieve managers and staff of administrative and clerical details. Spends more than 80% of time on special projects. Projects may include equipment management, training new hires on policies and procedures, project coordination and logistics, documentation and collateral coordination, liaison to Human Resources, create administration manuals. May participate in operational task forces. May analyze basic spreadsheet models and track projects.
Works on assignments that are complex in nature where considerable judgment and initiative is needed in resolving problems and making recommendations. Exercises judgment within defined procedures and practices to determine appropriate action. Normally does not receive work instructions, may determine methods and procedures on new assignments and may supervise other administrative employees. Ability to work in a dynamic fast paced environment. Knowledge of spreadsheet applications. Demonstrated strong organizational skills. Proactive and resourceful. Self-motivated. Proficient in desktop applications such as MS Word, Excel, PowerPoint, email messaging tools, etc. BA/BS degree or equivalent. 2 - 4 years of related experience.
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