Executive Assistant at McKesson Corporation

Job Description

Executive Assistant at McKesson Corporation

Position Description

Reporting directly to the Vice President, manages the day-to-day activities of the 5 leaders in the Office of the CIO and provides executive support. The Executive Assistant serves as a prime point of contact for internal and external constituencies on all matters pertaining to these leaders. Key success for the role is to minimize or eliminate the time leaders spend on logistics, travel, scheduling, etc. i.e., activities outside of business value discussions.

Key Responsibilities

Agenda and meeting Management

• Proactively maintain and manage the schedule of the 5 leaders in the Office of the CIO to optimize their time and efficiency

• Coordinates agendas, and dispatches meeting invitations and agendas, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation

• Prepares meeting agendas

• Ensure that all meeting material is ready prior to each occurrence

• Transcribes meeting minutes when applicable

• Conduct New Employee Onboarding and Orientation

Communication

• Assist the leaders in generating both internal and external communication via the appropriate channel (media type)

• Prepare confidential correspondence and documentation

• Manages phone calls, and prioritizes phone messages and mail and handles all phone calls/inquiries with professionalism

General Administration of all communication channels, documents and reports

• Respond to communication requests promptly and professionally and deliver General Administrative Documents and Reports on time, with accuracy and thorough investigation

• Phone, Mail & Email – filter incoming calls, mail and emails, and prepare appropriate responses/drafts, as required

• Vacation reports – maintain a vacation list of all direct reporting employees if / when applicable

• Coordinate all travel arrangements in a timely and cost-effective manner following policy guidelines

• Prepare expense reports

• Prepare monthly reports

• Validate and process invoices for timely approval and payment

• Consolidate, gather and integrate PowerPoint and presentations material as required

• Translate documentation between English and French when required

Minimum Qualifications

• 6+ years of related experience

Critical Skills

• High degree of flexibility, adaptability, confidentiality, discretion, diplomacy and tact

• Ability to handle confidential information and exercise sound judgment is critical

• Attention to detail – produces well-thought-out, professional correspondence free of grammatical and spelling errors

• Exceptional time and task management with ability to work on multiple tasks with demanding timelines 

• Event planning experience (small events)

• Strong organizational and time management skills are necessary to prioritize assignments and multi-task

• Professional, calm demeanor and presentation, with strong interpersonal skills, along with excellent verbal and written communication skills

• Strong sense of urgency 

• A collaborative and team-based approach to problem solving

Additional Skills

Communication

• Bilingual (English and French; spoken and written) preferred

• Strong listening skills

• Communications with confidence and clearly

Client Service

• Service oriented to assist our business partner as a top priority

• Interacts professionally with all stakeholders at all times

• Promptly responds to requests with accuracy and a courteous demeanor

Adaptability

• Demonstrates flexibility in the face of change

• Projects a positive demeanor regardless of changes in working conditions

• Shows the ability to manage multiple conflicting priorities without loss of composure

Organization

• Time Management – Determines the appropriate allocation of time

• Space Management – Keeps a clean and organized office, appropriately handles paperwork, maintains control over the physical environment

• Task Management – Can balance conflicting priorities and meet critical deadlines

Proactive anticipation of needs

• Demonstrates the ability to foresee problems and prevent them by taking action

• Utilizes analytical skills and a broad understanding of the business to effectively interpret needs

Broad Understanding of Business Concepts

• Demonstrates an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates

Team player

• Works as an active member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals

Computer/Technical Skills

• Displays proficiency with using standard Microsoft Windows and Office software

• Comfortable to use information systems such as SAP Concur, WorkDay, Salesforce.com, etc. are an asset

• Demonstrates proficiency by quickly adapting to new technology and acquiring new technical skills

Judgement

• Exhibits sound judgement and the ability to make reasonable decisions in the absence of direction

• Swiftly refers problems/issues to the appropriate person(s) when necessary

• Works effectively without constant and direct supervision or guidance

• Uses discretion and keeps information confidential