Executive Assistant (Hybrid Opportunity)

Quest Diagnostics is seeking an Executive Assistant to support a leader on our executive team. This is a hybrid position and would require in office time in our Secaucus, NJ headquarters. The Executive Assistant will be responsible for the coordination of activities and ensuring timely flow of information. This position handles the details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. The Executive Assistant will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and the ability to organize and maintain administrative processes is essential to this position.

• Prepare press releases to announce upcoming earnings call, circulate for approval and then set up with PRNewswire for release
• Plan logistics for Investor Relations events for CEO, CFO, VP IR collaborating closely with multiple internal and external parties. Events can include, investor days, non-deal roadshows, conference calls, investor conferences, and other events as they are scheduled
• Maintain calendar of IR events on SharePoint
• Update and maintain the analyst and associates contact list
• Monitor the investor relations email box and phone line for incoming calls and other inquiries, directing as appropriate to the correct departments
• Ability to handle patient calls that may come in via the investor relations phone line. The person will need to have compassion and patience while gathering information to get to the appropriate group to investigate the patient's concern
• Manage external contacts for VP, Investor Relations as well as 1 other VP Finance, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts
• Work closely with other Executive Administrators to coordinate critical cyclical meetings (quarterly earnings calls, investor conferences, investor offsite meetings, etc.)
• Tracking investor interactions from phone conversations to meetings in our customer relationship management (CRM) platform
• Manage external contacts, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts
• Ability to anticipate needs and proactively bring together appropriate people and resources to support the executive in addressing issues
• Manage the daily schedule, ensuring that the schedule is communicated 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events
• Manage travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, marketing materials, and other necessary preparations
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed
• Handle confidential information in a professional and discreet manner
• Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed
• Process and maintain expenses
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed
• Perform other duties as assigned to meet the business needs or customer requirements

Required Work Experience:

• Minimum eight years administrative work experience supporting C-level Executives

Skills:

• Extensive experience in administrative preparation of board presentations
• Proper telephone etiquette to handle inquiries
• Excellent interpersonal and communication skills (oral and written) necessary to effectively interact with employees at all levels and outside contacts
• Handle confidential information in a professional and discreet manner
• Advanced computer skills (Word, Excel, PowerPoint)
• Ability to stay focused, efficient, and effective in managing multiple tasks and projects with competing priorities and deadlines

Education:

• High School diploma required
  
  

While we appreciate and value our staffing partners, we do not accept unsolicited resumes from agencies.Quest will not be responsible for paying agency fees for any individual as to whom an agency has sent an unsolicited resume.

Equal Opportunity Employer: Race/Color/Sex/Sexual Orientation/Gender Identity/Religion/National Origin/Disability/Vets or any other legally protected status.