Executive Assistant with Human Resource and Social Media Management
Sierra International Pharmaceutical Corp is seeking a highly organized and motivated individual to join our team as an Executive Assistant with expertise in Human Resources and Social Media Management. As an Executive Assistant, you will play a critical role in supporting our executive team and ensuring the smooth operation of our organization. This position requires a wide range of skills and responsibilities, including pharmacy duties, real estate tasks, personal assistance, financial management, and general administrative support.
Responsibilities:
- Application Management: Assist in filling out and submitting applications, ensuring the process is efficient and timely.
- Financial Tracking: Track and manage receipts, invoices, and other financial documents for the pharmacy, real estate, and personal needs.
- Social Media Management: Take charge of social media, including content creation, program implementation, and account management.
- Communication: Act as a liaison between staff members and the executive team, facilitating communication and coordinating meetings.
- Employee Onboarding: Support new employees, ensuring a smooth transition and providing necessary resources.
- Record Keeping: Maintain accurate employee records and business documents/licenses, ensuring compliance with legal and regulatory requirements.
- Office Management: Manage and organize office supplies, ensuring that the store is well-stocked and equipped.
- Correspondence: Handle correspondence on behalf of the CEO, including drafting and sending emails and other communications.
- Calendar Management: Maintain the CEO's calendar, scheduling meetings, and providing timely reminders.
- Research & Reporting: Conduct research on various topics and provide insightful reports and analysis.
- External Relations: Reach out to external parties for collaborations and partnerships, representing the company professionally.
- Meeting Transcription: Accurately transcribe meeting notes and distribute them to relevant parties.
- Financial Transactions: Assist in writing and depositing checks, managing accounts, and ensuring secure financial transactions.
- Job Advertising: Create and post job advertisements and maintain up-to-date job descriptions.
- Subscription Management: Manage subscriptions and memberships for the company.
- Document Management: Utilize Excel, Canva, PowerPoint, DocuSign, and Microsoft Office for data management and document creation.
- Contract Management: Send contracts and fill out applications as needed.
- Marketing Support: Coordinate campaign blasts and email the marketing team for new materials and website updates.
- Program Implementation: Implement and start up new programs, creating detailed step-by-step SOPs for pharmacy, real estate, and other areas.
- Newsletter Design: Create and design newsletters for the pharmacy.
- Invoice Management: Create invoices using supporting documentation and locate them via electronic and/or physical means.
- Contractor Coordination: Work with in-house contractors to remediate real estate violations.
- Email Management: Respond to third-party emails on behalf of the CEO.
- Event Planning: Plan company meetings and events, create slideshows, agendas, and guides, and coordinate employee birthday lunches.
- Communication Platforms: Send messages via the Slack messaging app.
- Document Conversion: Convert documents into various formats.
- Payment Processing: Pay third parties using payment formats such as Wise.
- Social Media Posts: Create social media posts and review and provide feedback on VA’s social media submissions.
- Application Completion: Complete applications on behalf of the company.
- Coverage Calendars: Update coverage calendars and schedule meetings for the CEO.
- Task Reminders: Remind the CEO of tasks and upcoming meetings, ensuring they complete tasks and attend meetings in a timely manner.
- Personal Tasks: Complete personal tasks for the CEO as needed.
- Recurring Tasks: Complete recurring monthly tasks.
- Self-Sufficiency: Complete your own tasks efficiently and meet deadlines.
- Spreadsheet Creation: Create store tasks lists and other forms of spreadsheets.
- Ordering: Place orders for the pharmacy and other personal needs, ensuring to save and store receipts and invoices.
- Bill Management: Ensure timely payment of bills and monitor for yearly bills that require urgent attention.
- Shipping Management: Handle shipping of items via FedEx, USPS, etc., ensuring proper packaging, accurate delivery addresses, and acquiring tracking numbers.
- Electronic Document Management: Send documents electronically for signature by the CEO and other individuals, and meticulously save signed documents into their appropriate folders.
- Check Management: Ensure checks are processed, signed, and promptly notify when new checks need to be ordered.
- Executive Travel Coordination: Accurately schedule flights and hotels for the CEO.
- Virtual Assistant Task Management: Accurately track VA's tasks, provide feedback on their submissions, and assign due dates for task completion.
- Uber Package Coordination: Coordinate Uber package pickups and drop-offs from various stores and destinations.
- Other responsibilites not listed in this job description.
Qualifications:
- Organizational Skills: Excellent organizational and time management skills, with the ability to multitask effectively.
- Attention to Detail: Strong attention to detail and accuracy in handling financial records and administrative tasks.
- Technical Proficiency: Proficient in using Excel, Canva, PowerPoint, DocuSign, and Microsoft Office.
- Communication Skills: Exceptional written and verbal communication skills, including professional email writing.
- Social Media Experience: Experience in social media management and content creation is highly desirable.
- Industry Knowledge: Familiarity with pharmacy operations and HR processes is an advantage.
- Confidentiality: Ability to maintain confidentiality and exercise discretion when handling sensitive information.
- Proactive Attitude: Proactive and self-motivated, with the ability to work independently and collaboratively as part of a team.
- Problem-Solving Skills: Strong problem-solving skills and a flexible approach to adapt to changing priorities.
- Experience: Previous experience as an executive assistant or in a similar role is preferred.
Join our team at Sierra International Pharmaceutical Corp and contribute to our mission of delivering quality healthcare solutions. To apply, please submit your resume and a cover letter detailing your relevant experience and skills. We look forward to hearing from you!
Job Type: Full-time
Pay: $23.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Microsoft Excel: 2 years (Preferred)
- Microsoft Powerpoint: 2 years (Preferred)
Work Location: In person