Executive Assistant Senior - Legal Services

Summary:

The Executive Assistant Senior is responsible for providing overall secretarial and administrative support to multiple department Executive(s) and other department professionals, as assigned. The Executive Assistant Senior handles various urgent situations involving the executive offices’ clerical and administrative functions. The Executive Assistant Senior serves as a liaison between the Executives and other System and Ministry Leaders and associates, making independent decisions when appropriate and working as part of a team to support executives.

Responsibilities:

• Meets expectations of the applicable OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.

• Maintain executive calendars, scheduling meetings and appointments as requested; on own initiative, establishes appointment priorities, reschedules or refuses appointments or invitations, and draws attention to important dates or conflicts. Prioritizes own time according to workload demands.
• Plans, coordinates and participates in administrative meetings, following department guidelines and schedules meetings; orders catering; prepares agendas; does timely mail-outs; coordinates follow-up actions.
• Provides polite, courteous and professional telephone and email communications; tactfully determines nature and urgency of business; answers inquiries and resolves conflicts independently whenever possible using own judgment and knowledge of hospital operations; refers to appropriate person if necessary.
• Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring executive’s signature; summarizes content if needed; provides necessary backup material for executive’s review; offers advice or initiates reply if appropriate; and coordinates follow-up as necessary.
• Composes correspondence requiring understanding of CHRISTUS operations and policies; researches and prepares special projects or presentations; uses appropriate paper and electronic filing systems; and develops a method for organizing and retrieving information consistent with Executives’ requirements.
• Makes complex travel arrangements for individual executives or groups, authorizing airline travel, lodging, conference rooms, catering, audio-visual equipment and submits timely expense reports.
• In an executive’s absence, responds to requests for action or information; if necessary, relays to the appropriate staff member; intercepts requests and helps implement action; ensures timely response; decides whether the executive should be notified of important or emergency matters.
• Provides assistance and training to peers and subordinates on equipment, hospital policies and workplace standards. Supervises clerical support as needed.
• Demonstrates competence to perform assigned responsibilities in a manner that meets the needs and expectations of executives served.
• Takes personal responsibility to ensure compliance with all applicable policies, procedures and standards.
• Performs all duties in a manner that protects the confidentiality of CHRISTUS Health information and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Excellent communication skills and organization skills required.
• Performs other duties as assigned.

Job Requirements:

Education/Skills

• High School Diploma required.

• Demonstrated training or ability to learn to use tools to create charts and diagrams.

• Demonstrated training or ability to learn and become proficient in use of document contract and other data management systems.

Experience

• 5 years of experience in office and calendar management is required.
• Experience working in supported functions' work processes and environment is preferred.
• Experience coordinating and supporting the Executives’ multiple projects and schedules.
• Experience booking travel arrangements both ahead of time and last minute.

Licenses, Registrations, or Certifications

• Certified Administrative Professional (CAP) certification preferred.

• Professional Administrative Certification of Excellence (PACE) is preferred.

Work Schedule:

5 Days - 8 Hours

Work Type:

Full Time