Executive Assistant - OU Health Executive Offices

General Description:

Performs administrative duties for C-Suite executive(s). Responsibilities may include screening calls, receiving visitors, scheduling meetings, coordinating events, making travel arrangements, arranging conference calls , preparation of complex reports, responding directly to third party inquiries. May also read, research, route correspondence and collect or analyze information. Responsible for confidential and time sensitive material.

Essential Responsibilities:

Responsibilities listed in this section are core to the position. Inability to perform these responsibilities with or without an accommodation may result in disqualification from the position.

• Timely maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizes appointments/meetings according to the topic and executive availability
• Handles sensitive/confidential information requiring high level of discretion and confidentiality.
• Welcomes guests by greeting them, answering, and/or directing inquiries.
• Prepares documents and outgoing communications as necessary.
• Completes, reviews, and processes expense reports, invoices, etc.
• Books travel arrangements, both domestic and international travel.
• Creates professional PowerPoint presentations and presentation materials from conceptual ideas
• Manages assigned projects to timely completion and prepares progress reports, as required
• Takes accurate minutes at assigned meetings, as requested
• Performs administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc.
• Reviews, distributes, and responds to correspondence.
• Prepares analyses of information or data using excel.
• Performs a variety of other administrative tasks including reporting and tracking information.
• Interacts with executives at all levels, as needed, in a timely and professional manner.
• Understands when to escalate issues and barriers to ability to complete work assignments.
• Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary.
• Coordinates ordering and distribution of supplies and handles problems concerning material received
• Assists with payroll processing and other clerical functions when needed.

General Responsibilities:

• Performs other duties as assigned

Minimum Qualifications:

Education: None required. High school diploma preferred.

Experience:Five or moreyears of technical orclerical experience supporting C-Suite executives required.

OR an equivalent combination of education and experience.

License(s)/Certification(s)/Registration(s) Required: None

Knowledge, Skills and Abilities:

• Maintains a professional demeanor and presence at all times.
• Ability to maintain confidentiality.
• Strong detail orientation skills.
• Highly organized with the ability to manage multiple projects simultaneously.
• Demonstrated knowledge of office procedures and equipment.
• Mastery skills in MS Office Suite, especially MS Outlook, MS PowerPoint, MS Excel.
• Extensive experience preparing presentations utilizing MS PowerPoint.
• Extensive experience planning and managing executive meetings and events.
• Ability to manage relationships internally and externally.
• Ability to understand and adapt to quickly changing business needs.
• High level of personal integrity and professionalism.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact well with employees, clients, and patients.
• Ability to respond effectively and promptly to changing situations and conditions.
• Ability to navigate cultural and political landscape of the organization.
• Ability to think critically.
• Excellent organizational skills.