Executive Assistant



Bengaluru, Karnataka, India
Posted on Wednesday, July 19, 2023

Join us as we work to create a thriving ecosystem that delivers accessible, high-quality, and sustainable healthcare for all.

We are looking for a dynamic individual to join us as a Senior Executive Assistant in our Bangalore office. This role is majorly responsible for providing support towards tracking & co-ordination, Calendar management, and Travel Logistics, adhoc project co-ordination etc; to Leadership (VP & ED) at the athenahealth Bengaluru - Whitefield and Lavelle Road office. This role reports directly to the Executive Director.

Job Responsibilities:

60% [Primary Function]

  • Calendar management/meeting schedules/ Meeting co-ordination/ travel co-ordination
  • Responsible for Calendar Management (VP & ED) involving scheduling 1-1 meetings, recurring meetings with teams in India, skip level and team meetings, and meetings with key US stakeholders
  • Tracking action items from various meetings such as staff meetings, team meetings etc.
  • Travel logistics involving coordination with travel for ticket booking, ground transport, insurance, hotel booking, meeting schedules for both domestic / international travels and timely Submission of expense claims to be done

30% Project Co-ordination

  • Responsible for coordination, venue finalization and tracking of various small projects – such as
  • training program coordination of L0 Product training, Agile Training and other non L&D training programs. To ensure Venue finalization by taking care of date fixation for the entire year, inviting new hires for the month, co-ordination with the managers of the attendees
  • Responsible for organizing SoW with legal team and the consulting company as needed, Registration of SoW with Legal/ Procurement team, Reporting the status of coordination efforts
  • Tracking and reporting the employee engagement activities
  • Tracking and reporting of the Attrition at Bangalore
  • Required to weekly review of WFA Tool and make sure data is current at periodic intervals
  • Prepare and maintain current Org chart

10% Other adhoc project coordination

  • Responsible for the creation of a common forum/ platform, Creation of Bangalore Events Calendar to keep the employees informed of the events happening in the location enabling them for their planning and also avoid conflicts by other event organizers
  • Publication of L0 Product Training and Agile training dates in the Events Calendar well in advance
  • Responsible for handling Offsite Venue as applicable
  • Responsible to get the required budget approvals and co-ordinate with the finance and vendor as applicable
  • To Provide additional support during SLT/EST visit to AHI

Education & Experience & Skills required:

  • Any Degree with minimum 3 – 7 years of prior experience in an administrative role reporting directly to Senior management
  • Proficiency with office productivity tools like Outlook, MS Word, MS Excel, MS Powerpoint Visio etc.
  • Excellent verbal and written communication skills
  • Good Interpersonal skills and co-ordination skills
  • Strong organizational skills and the ability to multitask
  • Strong time-management skills and an ability to organize and coordinate multiple activities simultaneously.

About athenahealth

Here’s our vision: To create a thriving ecosystem that delivers accessible, high-quality, and sustainable healthcare for all.

What’s unique about our locations?
From an historic, 19th century arsenal to a converted, landmark power plant, all of athenahealth’s offices were carefully chosen to represent our innovative spirit and promote the most positive and productive work environment for our teams. Our 10 offices across the United States and India — plus numerous remote employees — all work to modernize the healthcare experience, together.

Our company culture might be our best feature.
We don't take ourselves too seriously. But our work? That’s another story. athenahealth develops and implements products and services that support US healthcare: It’s our chance to create healthier futures for ourselves, for our family and friends, for everyone.

Our vibrant and talented employees — or athenistas, as we call ourselves — spark the innovation and passion needed to accomplish our goal. We continue to expand our workforce with amazing people who bring diverse backgrounds, experiences, and perspectives at every level, and foster an environment where every athenista feels comfortable bringing their best selves to work.

Our size makes a difference, too: We are small enough that your individual contributions will stand out — but large enough to grow your career with our resources and established business stability.

Giving back is integral to our culture. Our athenaGives platform strives to support food security, expand access to high-quality healthcare for all, and support STEM education to develop providers and technologists who will provide access to high-quality healthcare for all in the future. As part of the evolution of athenahealth’s Corporate Social Responsibility (CSR) program, we’ve selected nonprofit partners that align with our purpose and let us foster long-term partnerships for charitable giving, employee volunteerism, insight sharing, collaboration, and cross-team engagement.

What can we do for you?
Along with health and financial benefits, athenistas enjoy perks specific to each location, including commuter support, employee assistance programs, tuition assistance, employee resource groups, and collaborative workspaces — some offices even welcome dogs.

In addition to our traditional benefits and perks, we sponsor events throughout the year, including book clubs, external speakers, and hackathons. And we provide athenistas with a company culture based on learning, the support of an engaged team, and an inclusive environment where all employees are valued.

We also encourage a better work-life balance for athenistas with our flexibility. While we know in-office collaboration is critical to our vision, we recognize that not all work needs to be done within an office environment, full-time. With consistent communication and digital collaboration tools, athenahealth enables employees to find a balance that feels fulfilling and productive for each individual situation.