The Executive Assistant (EA) provides high level administrative support to the President of HMS and the Senior Management Team, which includes but is not limited to the Chief Technology Officer (CTO), the Executive Vice President (EVP)/Chief Financial Officer (CFO), and other targeted leaders as directed. This position requires the ability to interface well with business areas of the company, and to represent the President and Senior Management Team in a highly professional manner. The EA must: 1) maintain the highest level of confidentiality, 2) be multi-task oriented, 3) have a high level of initiative, discretion, and independent judgment, and 4) must be highly motivated and function effectively with little direction.

Responsibilities/Duties:

• Management Team
o Facilitates the work of the Senior Management Team by tracking, aiding, implementing, and participating in goals and initiatives established by the team.
o Serves as a liaison between the President and Senior Management Team, HMS global, and customers.
o Responds to the public in releasing information pertaining to the business. Develops verbal and written communication for both internal and external audiences.
o Researches, composes correspondence, and makes recommendations to the President and Senior Management Team.
o Manages workflow, in the absence of the HMS President.
o Represents HMS to the public, businesses, customers, and other agencies.
o Screens incoming calls and correspondence for the HMS President and Senior Management Team, and responds independently when appropriate.
o Prepares agendas, notices, minutes, and other appropriate documents for Senior Management and corporate meetings.
o Conduct and facilitate meetings, resolve problems, and provide direction for personnel. Organize, implement, and schedule company training according to company standards and as directed.

• Business Operations
o In collaboration with the HMS Contracts Department, maintains up-to-date records, manuals, and systems ensuring that all action relating to contracts, agreements, leases, change orders, etc. are contained therein and appropriately executed and properly filed.
o Prepares documents using research and other background information to support discussions and decisions related to potential work opportunities. Present findings with recommendations to the HMS President and/or Senior Management Team.
o Performs highly responsible, complex, and specialized administrative support functions including: 1) developing and editing of written correspondence, 2) organizing and editing rough draft copies, and verifies facts, dates, and statistics using standard reference sources, 3) rewriting text for greater consistency, clarity, and adherence to space limitations, 4) responding to routine external correspondence, and 5) preparing data, creating and maintaining database and spreadsheet files based on research, knowledge of organization, and policies.
o Whether for marketing purposes or company functions, organizes programs, events, meetings, or conferences by arranging facilities and caterers, negotiating with venues, writing scripts, preparing presentations, issuing information or invitations, coordinating speakers, and controlling event budget.
o Develops and/or modifies office procedures and systems to ensure smooth office operations.

• Business Development
In collaboration with the Business Development Team:
o Anticipates, researches, analyzes, and recommends external sources relating to upcoming projects and opportunities for the Senior Management Team.
o Prepares statistical reports and graphs based upon research. Aids in decision making through research and recommendations, regarding potential opportunities and teaming partners.

• Procedural Maintenance
o Makes decisions according to established policies, procedures, and regulations, and applies these to both internal and external problem solving.
o Creates and/or maintains Standard Operating Procedures (SOPs), directly related to general business and management operations.
o Formulate, develop, and recommend policies, procedures, and programs to encourage effective and efficient management controls and internal consistency.
o Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings for the HMS President and Senior Management Team, as directed.
o Prepares expense reports for the HMS President and the Senior Management Team, as directed.
o Produces company newsletter and submissions for the HMS website.
o Assists in distribution of surveys and compiles data in conjunction with the HMS President, key management personnel, and the Human Resources Department.
o Performs special projects, as assigned by the HMS President and Senior Management Team, as directed.