The Administrative Assistant is accountable for the coordination of the day-to-day office services of M Booth Health. The Administrative Assistant will report to the Director, Finance & Operations and will support four members of the Executive Leadership Team (ELT) to ensure that daily operations run smoothly and efficiently. They will also partner closely with members of the M Booth administrative support team.

PRIMARY RESPONSIBILITIES

General Administrative & Office Service Support

  • Provide full suite of administrative support to four ELT members, including, but not limited to, time and expense reporting; preparing and editing internal and external correspondence; calendar management and internal/external meeting preparation; travel arrangements (when travel resumes); ad-hoc mailings as requested by the executive leadership team. 
  • Troubleshoot technology with the IT team when important presentations, training programs, or multi-media meetings are slated – ensure slides, videos, etc. work well in advance.
  • Support coordination of international and domestic travel for executive leadership team, client teams, and new business pitch teams.
  • Coordinate and set up staff and client meetings, virtually and eventually in person (e.g. checking on  availability and coordinating schedules, arranging meeting rooms/zoom meetings/teleconference numbers, sending out meeting notices, confirming attendance, securing beverage and catering needs, conference room set up and break down, working with the account and IT teams to ensure appropriate availability of audio/visual resources, tidy up during meeting, as appropriate, and light clean-up post meeting).
  • Develop and maintain accuracy of logistical briefing books, including itineraries for clients, spokespersons, and account team members.
  • Assist in creating, editing, proofing, refining documents, use of consistent styles where applicable (e.g. memos, agendas, activity reports, etc.); Assist in Excel spreadsheet creation and maintenance for various budget keeping purposes--including formula creation, editing existing documents, and re-ordering content.
  • Stay up to date in all major business software programs (Slack, Google Suite, Microsoft Office).
  • Be available to working overtime/begin early to assist account teams in completion of assignments; advance notice will be given
  • Process outgoing mail via USPS, FedEx, UPS, etc. once return to office occurs.
  • Conduct general desk research and organize findings – companies, competitors, vendors, etc.
  • Answer all calls to main telephone number and all emails to general company email; ensure correct routing of all calls and accurate messages in a timely manner; review/distribute faxes that may have come through overnight and during business hours.
  • Greet visitors in a courteous, polite and helpful manner when employees return to the office.
  • Establish collaborative working relationships with peers, colleagues and senior leadership team.

Client Team Administrative Support

  • Support any client teams in needs and problem solving as outlined by officer level team members.
  • Manage and update key account information (i.e. client contact lists, distribution lists, deadlines for monthly reporting, media lists, KOL and 3rd-party organization lists/contact information, etc.).
  • Independently update key account information on a regular basis. 
  • Organize and develop electronic and hard copy filing systems of client work in consultation with appropriate account team members to ensure easy access to account work information. 
  • Problem solve project issues with account team for ad hoc activities (e.g., mass mailings, PR newswire postings, power point presentations, storage, excel spreadsheets, etc.).
  • Provide regular timely updates on assignments to appropriate team members.
  • When appropriate, communicate need for additional help in completion of large assignments and tight deadlines.
  • Supports management of account budgets, accounting for the team’s monthly activities, tracking deliverables, managing team calendars, schedules and other administrative duties as needed.

SKILLS AND QUALIFICATIONS:

  • Competency in all platforms – Microsoft Office Suite, Google Suite, Slack
  • Ability to quickly learn new tools and technologies
  • Attention to detail and ability to multitask/juggle
  • Strong proofreading skills
  • Strong research skills and ability to synthesize information in a document
  • Capacity to handle tight deadlines and last-minute changes, adapt quickly and problem-solve independently

ABOUT M BOOTH HEALTH

We are experts in catalyzing conversations and connections that lead to better health for people everywhere.

At M Booth Health, we bring a unique mix of professional health and consumer connectors to every challenge. Our specialists have deep expertise and success navigating the complex commercial, policy and advocacy environments, and we are dedicated to achieving meaningful and measurable outcomes resulting in near perfect client satisfaction ratings year after year.

We believe that better health starts with better conversations. Let’s talk.

***

M Booth & Associates is an equal opportunity employer. All candidates will be considered for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Apply for this Job

* Required
  
  
When autocomplete results are available use up and down arrows to review
+ Add Another Education


U.S. Equal Opportunity Employment Information (Completion is voluntary)

Individuals seeking employment at M Booth are considered without regards to race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, veteran status, gender identity, or sexual orientation. You are being given the opportunity to provide the following information in order to help us comply with federal and state Equal Employment Opportunity/Affirmative Action record keeping, reporting, and other legal requirements.

Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

Race & Ethnicity Definitions

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.


Form CC-305

OMB Control Number 1250-0005

Expires 05/31/2023

Voluntary Self-Identification of Disability

Why are you being asked to complete this form?

We are a federal contractor or subcontractor required by law to provide equal employment opportunity to qualified people with disabilities. We are also required to measure our progress toward having at least 7% of our workforce be individuals with disabilities. To do this, we must ask applicants and employees if they have a disability or have ever had a disability. Because a person may become disabled at any time, we ask all of our employees to update their information at least every five years.

Identifying yourself as an individual with a disability is voluntary, and we hope that you will choose to do so. Your answer will be maintained confidentially and not be seen by selecting officials or anyone else involved in making personnel decisions. Completing the form will not negatively impact you in any way, regardless of whether you have self-identified in the past. For more information about this form or the equal employment obligations of federal contractors under Section 503 of the Rehabilitation Act, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition.

Disabilities include, but are not limited to:

  • Autism
  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, or HIV/AIDS
  • Blind or low vision
  • Cancer
  • Cardiovascular or heart disease
  • Celiac disease
  • Cerebral palsy
  • Deaf or hard of hearing
  • Depression or anxiety
  • Diabetes
  • Epilepsy
  • Gastrointestinal disorders, for example, Crohn's Disease, or irritable bowel syndrome
  • Intellectual disability
  • Missing limbs or partially missing limbs
  • Nervous system condition for example, migraine headaches, Parkinson’s disease, or Multiple sclerosis (MS)
  • Psychiatric condition, for example, bipolar disorder, schizophrenia, PTSD, or major depression

1Section 503 of the Rehabilitation Act of 1973, as amended. For more information about this form or the equal employment obligations of Federal contractors, visit the U.S. Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.