Executive Assistant Operations & Shared Services

Executive Assistant Operations & Shared Services

Join to apply for the Executive Assistant Operations & Shared Services role at College of American Pathologists (CAP)

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Join to apply for the Executive Assistant Operations & Shared Services role at College of American Pathologists (CAP)

Who we are? As the world’s largest organization of board-certified pathologists and leading provider of laboratory accreditation and proficiency testing programs, the College of American Pathologists (CAP) serves patients, pathologists, and the public by fostering and advocating excellence in the practice of pathology and laboratory medicine worldwide.

• CAP employees make a meaningful difference by partnering with colleagues, customers, and members on challenging and rewarding work.
• CAP provides its employees with an energetic and collaborative work environment and encourages opportunities to further develop their skills—offering reimbursement for educational programs and participation in events that enhance your skills.
• We offer a generous compensation and benefits package, 401K, and more — visit Careers at the CAP for more details.

The Executive Assistant Operations/Shared Services is responsible for:

• Providing routine administrative support to the Vice President, Management and other personnel within Operations/Shared Services.
• Serving as a focal point for dissemination of departmental information.
• Compiling and preparing monthly operating statistics and assisting with other special projects for the Reporting Unit (RU).
• Contributing to the College’s and RU service culture by supporting divisional/departmental needs and service relationships with other areas.
• Working within guidelines established by the Vice President, often making independent decisions to ensure accomplishment of division objectives.

• Provide routine administrative support for Vice President, Directors, and divisional management staff such as appointment scheduling, copying, filing, and phone support, etc. Maintains Vice President’s calendar and coordinates with other organization and RU calendars.
• Perform routine word processing, flow charting, and editorial support. Maintains Operations/Shared Services intranet/SharePoint pages, Org Charts, and coordinates the quarterly newsletter, along with editorial support. Provides updated department/staff listing for mail center and facilities teams.
• Coordinate and prepare presentation and meeting materials, including preparation of meeting minutes for staff, special projects, and occasional member meetings.
• Coordinate and execute annual and ad hoc celebration and other events within the RU, including logistics around scheduling, activities, catering/menu selection and decor.
• Prepare and monitor purchase requisitions, seminar requests, and other expenses for division staff when needed.
• Represent RU on the ASK Task Force/Core Group, bringing pertinent issues and information from an operational support perspective. Collaborate with administrative staff across the organization on various projects and events.
• Provide routine systems and process expertise to Operations/Shared Services and others for the CAP’s intranet, Purchasing Request, Expense Management, Reliance Document Control, Dayforce Time and Attendance, Microsoft tools, e.g. Outlook, Teams, Word, Excel, Visio, One Note, et al.
  • Provide training or quick tips for all software noted above, both as refresher training or for new employee onboarding.
  • Coordinate audio, video and web conferencing for RU; administer Zoom account and train users on web/phone conferencing as needed.
  • Maintain RU distribution lists and Teams channels.
• Serve as trainer and support for Reception duties, updates procedures in coordination with Facilities, Contact Center Supervisor and RU leadership.
  • Collaborates with Conference Room Calendar team to triage and address CAP staff conference room issues and monitor conference room request folders for staff issues and questions.
  • Assist with training of reception duties and assist other admins/divisions as…