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The Executive Assistant

The Executive Assistant, under minimum supervision, performs a wide range of advanced clerical, support, and administrative duties of a highly confidential and responsible nature that support the senior leadership in fulfillment of Health System's mission and vision. The Administrative Assistant performs administrative duties that support the effective operation of a senior executive's office, including:

• Budget input and tracking
• Screening and prioritizing inquiries and requests
• Making meeting and travel arrangements
• Setting up all arrangements for on-site and off-site events
• Preparing meeting agendas

Acts as a liaison between senior leadership, employees and managers, and other departments.

Qualifications

• Vocational / Technical Degree in Advanced secretarial coursework or equivalent (Required)
• 2-year / Associate Degree in Business related field (Preferred)

Work Experience

• 6 - 7 years Progressively responsible administrative experience (Required)
• 2 - 3 years Experience reporting to a Senior Executive (Required)
• 1 - 2 years Experience in a hospital or managed care setting (Preferred)

Essential Functions

EXECUTIVE ADMINISTRATIVE RESPONSIBILITIES

• Provides administrative duties to support the effective operation of an executive's office.
• Composes and creates a wide variety of documents, including presentations and reports using appropriate formats and available software; handles communications/documents of both a general and highly confidential matter.
• Involved in preparation of materials for use by senior executives as decision-making tools; documents for use inside and outside the organization.
• Gathers and compiles information from self and others and drafts reports and correspondence to facilitate ongoing communication and efficient departmental operations.
• Assures records are maintained in accordance with all applicable organization and legal requirements.
• Supports the Executive's responsibilities on various committees and special projects.
• Maintains office and highly confidential files for prompt and easy retrieval, tracking and following up on pending matters.
• Monitors Executive's incoming and outgoing mail, phone calls and other requests and prioritizes all items. Responds or refers when appropriate; tracks to assure prompt response.
• Keeps Executive aware of those situations he/she needs to be aware.
• Maintains an accurate and effective calendar for the Executive; arranges meetings and itineraries for Executive and Staff if appropriate.
• May have sole responsibility for completing various reports, bulletins, newsletters, etc.
• Greets visitors and telephone callers and interfaces on behalf of Executive, where appropriate.

Additional Duties

• Adheres to the hospital and departmental attendance and punctuality guidelines.
• Performs all job responsibilities in alignment with the core values, mission and vision of the organization.
• Performs other duties as required and completes all job functions as per departmental policies and procedures.
• Maintains current knowledge in present areas of responsibility (i.e., self-education, attends ongoing educational programs).
• Attends staff meetings and completes mandatory in-services and requirements and competency evaluations on time.
• Demonstrates competency at all levels in providing care to all patients based on age, sex, weight, and demonstrated needs.
• For non-clinical areas, has attended training and demonstrates usage of age-specific customer service skills.
• Wears protective clothing and equipment as appropriate.