Executive Assistant
Executive Assistant
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
General Summary
The Executive Assistant reports to the Chief of Staff of the administration department and provides administrative support to multiple Vice Presidents/Executivelevel staff. The Executive Assistant works to ensure that their Executives are properly prepared for all meetings and activities are kept informed of all pertinent and critical information with the utmost discretion and that the Executives calendars are monitored and maintained for accuracy in order to help support the Executives with meeting deadlines and goals for their division and the organization.
Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
- Manages and executes multiple projects at one time as assigned by the Executives.
- Oversees and maintains an accurate calendar for the Executives schedules meetings/conference calls plans special events and screens requests from external customers to evaluate the critical nature of meeting requests.
- Prepares the Executives in advance of meetings and events by collaboratively reviewing the Executives schedule during oneonemeetings print and collate meeting materials and effectively communicate urgent issues directly to the Executives in a timely manner in order to keep them informed of any and all changes.
- Works closely with key hospital stakeholders to coordinate and execute conference room set up catering needs and audio/visual equipment support for the Executives meetings and events.
- Works closely with the Executives leadership team to provide administrative support and guidance on an asneeded basis.
- Acts as the Executives liaison to proactively address issues that arise within the Executives division coordinates necessary support from key stakeholders and serves as the pointperson to facilitate the resolution of issues independently.
- Creates all necessary meeting materials and documents including but not limited to PowerPoint presentations Excel spreadsheets and graphs meeting agendas letters memorandums and email announcements.
- Addresses highlysensitive information with the utmost discretion professionalism and confidentially.
- Performs all other administrative functions including but not limited to receives and screens incoming phone calls greets guests and visitors in a warm and welcoming manner processes invoices for payment orders office supplies attends and takes meeting minutes proofreads documents for grammar and accuracy transcribes documents and recordings retrieves mail filing photocopying and coordinates travel arrangements in a timely and thorough manner.
Qualifications :
Education and Experience
- Bachelors / Associates / Technical Degree in Business Management Marketing or Secretarial Science (Preferred). Or equivalent relevant work experience in lieu of degree.
- 4 6 years of Administrative Assistant/Secretarial experience (Required)
- High School Diploma or GED (Required)
Additional Information :
Knowledge Skills and Abilities
- Proficient skill set in the following Microsoft Office applications Outlook Word Excel and PowerPoint.
- Knowledge of Skype or Skype for Business (preferred).
- Proficient written and verbal communication skills.
- Knowledge of correct English usage grammar spelling and punctuation.
- Reliable selfmotivated positive respectful and trustworthy.
- Willingness to undertake new responsibilities participate in continuing education programs and be flexible with and supportive of change.
- Ability to problemsolve make decisions and take initiative independently with minimal supervision.
- Ability to conduct oneself in a professional manner with decorum and discretion in appearance communication and attitude.
- Ability to work at a fastpace with a sense of urgency.
- Ability to maintain the highest level of organization and attention to detail.
- Ability to maintain composure during highlystressful timesensitive situations.
- Ability to work collaboratively in a team environment and form productive professional relationships with coworkers and key stakeholders in order to be resourceful and successful.
- Ability to direct review and evaluate the work of coworkers and other employees in a manner that aligns with our organizations core values reverence integrity compassion and excellence.
All your information will be kept confidential according to EEO guidelines.
Compensation
- Pay Range: $28.82$40.35
- Other Compensation (if applicable):
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
