Executive Assistant to the CEO and CFO - Carestream : Job Details

Carestream Health Inc.

Innovation that sparks imagination. Continue on to your next challenge with us.

Carestream is a worldwide provider of medical imaging systems and solutions; x-ray imaging systems for non-destructive testing; manufacturing of film and precision contract coating services for a wide range of industrial, medical, electronic and other applications-all backed by a global service and support network. Carestream's diagnostic imaging technology systems are at work in 90 percent of hospitals worldwide.

At Carestream, we offer a global perspective and a world of opportunities for people who have the desire to make a positive impact. Join our global team of 3,000+ professionals!

Compensation $36.07 to $48.00 per hour depending on *. ($75,000-$100,000 annually).

* This range reflects Carestream's good faith estimate to pay fairly as starting wage. Offers will be tailored within the range based on the selected candidate's experience, industry knowledge, technical and communication skills, and other factors that may prove relevant during the interview process, as well as geographic market differentials for the position.

Position Summary:

November 12th Update: final interviews are under way. Our Required Skills for 3+ years of EA experience is a huge differentiator to many applicants backgrounds. Thank you to the responses and applications.

Hybrid location at the Corporate Offices in Rochester, NY.

The Executive Assistant provides high-level administrative support to Carestream's CEO, CFO and other Executive Leadership Team members. This role involves handling a wide range of executive support tasks, managing the executives' schedules, coordinating meetings and travel, preparing and distributing meeting materials, and handling confidential information. The Executive Assistant must be well-organized, flexible, and enjoy the administrative challenges of supporting a busy executive environment in our global organization.

Position Responsibilities:

* Manage and prioritize executives' calendars - scheduling meetings, appointments and travel.

* Continually review calendars to ensure executives have what is needed for any upcoming meetings, follow up on action items, and ensure deadlines are met.

* Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, itineraries, and travel documents/visas/passports.

* Organize and schedule Board and Executive Leadership Team meetings, including agenda preparation, distributing meeting materials, as requested, and arranging venues, catering, and necessary technology.

* Screen incoming emails and correspondence, and handle matters accordingly. This includes sorting of incoming U.S. mail for the corporate headquarters location and forwarding incoming invoices to Accounts Payable for processing.

* Handle confidential and sensitive information with discretion.

* Ensure smooth communication between executive leadership and other departments.

* Prepare and edit correspondence, communications, presentations, and other documents as well as manage a filing system to maintain these records accordingly.

* Arrange for script creation, set up and assist with recording of videos requested of CEO for various events.

* Manage Board of Directors document portal for quarterly meetings, including setting up meeting templates, proofreading, uploading and distributing materials.

* Initiate wire transfer requests to reimburse Board of Directors for related travel expenses for their meetings.

* Create and manage Purchase Orders.

* Create expense reports for executives for reimbursement of travel and other expenses, as well as handle expense reports approvals for CFO's direct reports.

* Manage purchases made on corporate purchasing card and submit expenses for reimbursement in a timely manner.

* Monitor out-of-policy travel requests through Egencia reporting tool.

* Handle onboarding for new employees of leaders you support to include but not limited to ordering computers and submitting IT account requests for systems and software access, submitting badge request, ensuring office/workstation set-up, ordering nameplate, and providing tutorials on Carestream systems as necessary.

* Maintain office organization, ordering supplies, managing office resources.

* Assist with special events and projects as needed.

* Assist with other administrative tasks as required.

Required Skills & Education:

* Bachelor's degree preferred, or equivalent experience.

* 3+ years of experience in an executive administrative support role (ideally 8+ years of experience overall).

* Experience supporting C-level executives is highly desirable.

* Strong organizational and time-management skills.

* Exceptional written and verbal communication skills.

* Proficient in Microsoft Office Suite and other office management software.

* Ability to work independently, prioritize tasks, and handle multiple assignments under pressure.

* Discretion and confidentiality are crucial.

* Problem-solving and critical thinking abilities.

* High level of professionalism and responsiveness.

* Proactive, with a strong attention to detail.

* Flexible and adaptable to changing priorities and needs.

* Available for afterhours support as needed.

Desired Skills:

* Experience in a multinational organization.

* Continuous improvement mindset for streamlining and changing processes to eliminate waste and/or improve outcomes.

Work Environment:

Corporate offices. Hybrid 40+ hours per week and on call as needed. More hours at the Corporate Offices are expected during weeks where ELT are present.

Physical Requirements:

Standard office format and occasional travel less than 10%

Carestream is an Equal Opportunity Employer

Carestream is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.

Applying for a job with Carestream

All Carestream employees must complete the on-line application process. Carestream is committed to working with and providing reasonable accommodations to individuals with disabilities. If you require assistance or an accommodation because of a disability to participate in the application process, please click accommodations

Requisition ID: 4112

Nearest Major Market: Rochester