Executive Assistant to the CEO & COO

SUMMARY OF JOB PURPOSE AND FUNCTION The primary purpose and function of the Executive Assistant to the CEO & COO is to provide confidential support to improve the effectiveness of the CEO & COO positions, as well as organizational assistance and coordination of projects critical to the success of the practice under the direct control of the CEO & COO.  This position also supports the needs of the Board of Directors and Corporate Counsel, both during and between meetings.ESSENTIAL RESPONSIBILITIES AND TASKS Project Management Responsibilities • Coordinate schedule and maintain Outlook calendar with practice-wide events set at least one year in advance (Board meetings, Symposium, Leadership Conference, Industry Summit, Family Picnic, etc.) • Track task assignments by the CEO & COO to other executives. • Prepare confidential reports, PowerPoint presentations, correspondence, reports and other documents. • Develop and maintain various spreadsheets and databases. • Review and route incoming mail.  Independently answer routine correspondence. • Maintain confidentiality of proprietary information and documents. • Coordinate conference calls, meetings, and other social/business events; including travel as required. • Conduct research, compile and prepare Executive Summary. • Coordinate meetings, prepare agendas, reserve and set-up facilities, and transcribe minutes of meetings. • Work with the Events Specialist to ensure consistent, quality events that meets the assigned purpose and is within budget. Board of Director Responsibilities • Prepare reports and PowerPoint presentations. • Compose correspondence and other documents. • Maintain confidentiality of proprietary information and documents. • Coordinate and arrange meetings, prepare agendas, and reserve and prepare facilities. • Copy and distribute Board materials (both printed and electronic) as requested. • Prepare outgoing mail and correspondence, including e-mail and faxes. • Arrange and coordinate conference calls and other social/business events; including travel as required. • Provide a point of attentive contact for all Board members, both past and present. Fiscal Responsibilities • Prepare, submit and track expense reports for CEO & COO and direct reports. • Track and prepare PTO reports of the CEO & COO and direct reports. • Prepare the CEO’s budget, monitoring for accuracy and fiscal oversight. Liaison Responsibilities • Represent the CEO in a positive, supportive, professional manner to management, vendors, and visitors. • Act as a liaison between the CEO and other teams and individuals. • Screen calls, take messages and return phone calls, as appropriate. • Act as the CEO’s project managerHIRING QUALIFICATIONSCAPABILITIES AND EXPERIENCE (CAN DO) • Ability to multi-task- Manages multiple tasks at one time; quickly and accurately shifts attention among multiple tasks under distracting conditions without loss of accuracy or appearance of frustration. • Communication skills - Reads, writes and speaks fluent English, using appropriate grammar, style and vocabulary.  Correctly spells commonly used English words and job specific terms. Demonstrates exceptionally strong written and verbal communication skills. • Organizational ability – Demonstrates a systematic approach in carrying out assignments.  Is very orderly and excels at cutting through confusion and turning chaos into order.  • Problem solving skills - Demonstrates a strong ability to identify, analyze and solve problems.  Unusually decisive in handling difficult problems. Translates problems into practical solutions. • Client service skills - Consistently ensures the team provides the client with attentive, courteous and informative service.  Gains and shows personal satisfaction from delivering great service. • Intellectual ability - Accurately and consistently follows instructions delivered in an oral, written or diagram format.  Can provide directions. • Mathematical ability - Ability to add, subtract, multiply and divide, and to compute rate, ratio and percent; ability to convert units of measurement. • Computer skills - Comfortably and confidently uses a computer and specialized software. Microsoft Word, Excel, Access, Outlook, etc.ATTITUDES (WILL DO) • Initiative – shows willingness and aptitude to use own discretion in taking appropriate steps in finding solutions to problems; presents options and ideas to enhance current processes or procedures.  Takes on additional responsibility when both big and small tasks need to be done. • Integrity – Firmly adheres to the values and ethics of Banfield, The Pet Hospital.  Exhibits honesty, discretion, and sound judgment. • Cooperativeness – Willing to work with others, collaborating and compromising where necessary; promptly share relevant information with others. • Flexibility – Is open to changing situations and opportunities and is willing to perform all tasks assigned. • Independence – Able and willing to perform tasks and duties without supervision. • Tolerance for Stress / Resiliency – Maintains a positive “can do” outlook, rebounds quickly from frustrations and unpleasantness, and maintains composure and friendly demeanor while dealing with stressful situations. SPECIAL WORKING CONDITIONS • Ability to work at a computer for long periods of time.  • Project timelines and work volume / deadlines may often require more than 40 hours per week to complete essential duties of this job. • Must have mental processes for reasoning, remembering, mathematics and language ability (reading, writing, and speaking the English language) to perform the duties proficiently. • The noise level in the work environment is normally moderate. • Environment where Pets are present. EXPERIENCE, EDUCATION AND/OR TRAINING • Bachelor’s degree in Business Administration preferred, or the equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities. • Medical background (veterinary technician, human healthcare, pharmaceutical, etc.) with medical terminology training is preferred. • Minimum two years relevant professional experience required with ability to multi-task, organize complex projects, and to stream line processes.   Company: Banfield, The Pet HospitalLocation: Portland, OR 97213 Job Category: Administrative/ClericalStatus: Full Time, Employee