Executive Assistant

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment. A professional individual contributor role that may direct the work of other lower level professionals or manage processes and programs. The majority of time is spent overseeing the design, implementation or delivery of processes, programs and policies using specialized knowledge and skills typically acquired through advanced education. An entry level role that applies broad theoretical job knowledge typically obtained through advanced education. May require the following proficiency: work is closely supervised, problems faced are not typically difficult or complex, and explains facts, policies and practices related to job area.

Job Overview

This position performs duties requiring expert level administrative support and project management skills to assist a leader of a major corporate function, where assignments involve work of a confidential, complex nature and involve handling information of strategic importance. Assists executive by relieving them of complex details and advanced administrative duties. High-level contacts require the use of considerable discretion, judgment, tact, and diplomacy. Provides day to day scheduling, meeting coordination and project implementation. Serves as a liaison to board level volunteers, physician and executive leaders in support of departmental activities. Serves a principal role in the scheduling and coordination of agendas, projects, and schedules.

Job Description

Minimum Qualifications:

1. Associate's Degree OR High School Diploma AND Two (2) years of administrative experience.

2. Four (4) years of administrative experience.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Produces correspondence, memos, and reports from dictation, drafts, models, etc. Edits material for grammar, spelling, and format and high-quality presentation and style. Prepares high quality presentation graphics.

2. Expedites the volume production of special reports, brochures, annual reports, manuals, etc. Coordinates efforts with Marketing/Communications, the executive offices, etc., as well as outside vendors to assure production schedules are met.

3. Attends meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.

4. Composes or selects letters based on supervisor's general instructions. Responds to routine inquiries.

5. Arranges a wide variety of inside and outside meetings, special events and activities. Prioritizes events for the most efficient use of available time. Makes travel arrangements for extended trips and groups.

6. Coordinates large, complex internal and external meetings, seminars, and similar events. Coordinates production of meeting agenda.

7. Communicates with a wide variety of high-level executives and officials to exchange critical or sensitive information and expedite matters on behalf of superior. Monitors progress on important matters and follows up to ensure disposition. Assignments involve work of a complex and confidential nature, necessitating exposure to highly sensitive information, and requiring considerable discretion, judgment, tact, and diplomacy.

8. Receives phone calls and messages, provides informed interpretation on procedures and policies to high level internal and external customers, refers matters to appropriate executive, function, or department.

9. Provides assistance with administrative processes associated with the department or function.

10. Expedites a wide variety of highly sensitive administrative matters requiring a basic understanding of hospital policies and operational issues.

11. Processes and follows up to expedite office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.

12. Follows up with a variety of personnel within and outside of the organization to ensure timely completion.

13. Provides guidance to departmental personnel in hospital administrative policies and procedures.

14. Prepares and manages the departmental operating budget. Monitors expenditures against the budget and reports significant variations.

15. Independently performs assigned portions of highly sensitive projects, determining sources and method of obtaining information, data requirements for assigned information, as well as analytical techniques. Prepares reports and recommendations for action by superior.

16. Prepares reports using statistical or financial tables, which may involve the development of original formats of graphs and charts for meaningful presentation of data.

17. Uses standard and internet/information research skills.

18. Sets up and maintains files and records of extremely sensitive, confidential information, ensuring efficient retrieval.

19. Utilizes database applications software maintains reports appropriate to informational needs, and arranges and maintains information. Develops and produces a variety of reports.

20. Ensures adequate inventory of office supplies and basic maintenance of office equipment. Coordinates the timely repair of office equipment.

21. Ensures basic setup and maintenance of office personal computers and associated equipment. Ensures timely service.

22. Uses typical applications software used: word processing, spreadsheet, presentation graphics, and database. Additional applications software such as for project management, scheduling, budgetary control, etc.

23. Performs miscellaneous clerical duties: collate, sort, fax, file, distribute, and retrieve documents and mail. Records and relays phone messages.

24. Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.

25. Ensures compliance with health and safety requirements and with regulatory agencies such as DPH, etc.

26. Ensures compliance with established hospital policies, quality assurance programs, safety and infection control policies and procedures.

27. Maintains collaborative team relationships with peers and colleagues in order to effectively contribute to the working group's achievement of goals, and to help foster a positive work environment.

Physical Requirements:

1. Normal office setting.

2. Frequent contact with patients, medical staff, and department personnel.

3. Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.

4. Requires manual dexterity using fine hand manipulation to operate computer keyboard.

5. Requires ability to see computer screen and reports.

Skills & Abilities:

1. Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.

2. Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English.

3. Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint.

4. Ability to write and spell in English to ensure accurate message taking.

5. Excellent interpersonal skills are required and changing deadlines and the adaptability to change required.

6. Ability to work under pressure and changing deadlines and the adaptability to change required.

7. Ability to visualize the big picture independently with minimal supervision and direction.

8. Excellent proofreading skills.

9. In-depth understanding of office management and daily operations.

10. Working knowledge of office equipment, such as printers and fax machines.

11. Highly resourceful team player who can effectively work with staff and senior level managers.