Assistant to Sr Executive

The Assistant to Sr Executive supports senior Executive Officers with administrative functions in order to increase the time the leader has available for executive level responsibilities. Handles a wide variety of complex and confidential situations and resolves conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters memoranda and reports. Calls on one or more lower level secretaries for assistance on a per project basis. The position relies on education experience professional training and judgment to accomplish responsibilities. A wide degree of creativity and latitude is expected works under minimal supervision and may direct the work of other administrative staff.

1. Document & Data Management
   1. Minutes from assigned meetings are accurately typed and distributed prior to meetings meetings are scheduled and placed on appropriate calendars without scheduling conflict and other administrative meetings are attended as requested. Composes correspondence on both routine and complex matters for the CEO.
   2. Coordinates with administration in various facilities and supports information needs as evidenced by lack of complaints. Requests information and actions on behalf of the CEO and ensures that these requests are fulfilled efficiently and effectively.
   3. Gathers information to prepare assigned reports; assembles required information for regulatory needs such as inspections. JCAHO DHH etc.
2. Filing & Organization
   1. All Confidential correspondence records minutes and other documents are classified sorted filed and purged in accordance to policy as evidenced by files kept in an organized manner and easy retrieval of information upon request at all times.
   2. Files documents compiles new files and transcribes data while ensuring the integrity and confidentiality of all file system information.
   3. Sorts mail ensuring that urgent correspondence and time-dated material is prioritized.
   4. Maintains sufficient supplies to keep System administrative office and Conference Center equipped to run smoothly and ensures that assigned facilities are neat and clean.
   5. Utilizes time to accomplish work in an efficient manner.
3. Telephone & Scheduling Management
   1. Arranges meetings conferences and appointments and performs associated duties relative to the maintenance of the CEOs schedule including system-wide conferences. Meetings are organized effectively materials distributed and logistics coordinated as appropriate without meeting delays at all times.
   2. Coordinates and prepares for Board of Directors meetings.
   3. Answers telephones routes callers takes messages and provides information to callers using judgment and knowledge of entity operations.
4. Executive Support
   1. Assesses the urgency and importance of situations and takes appropriate action to determine the necessary level of CEO and/or other executive involvement. Summarizes content of incoming material and data and briefs the CEO regarding important issues or conflicts as they arise.
   2. Oversees the overall functions of the administrative office. Supervises and/or completes special projects as assigned by Administration including supervision of assigned clerical staff.
   3. Coordinates travel and lodging as needed. Prepares trip itineraries.
   4. Supports the CEO in holding Executive Team members accountable to timelines and commitments.
   5. Maintains confidentiality at highest levels of the organization.
5. Other Duties as Assigned
   1. Uses empathy accuracy and compassion in response to questions and/or comments from visitors customers and fellow team members.
   2. Maintains a productive and positive working relationship with facilities throughout System. Serves as a liaison between System and facility management.
   3. Assumes personal responsibility for ongoing continuing education and professional development.
   4. Performs all other duties as assigned.

Experience - At least 5 years experience in an executive leadership level secretarial/administrative assistant position.
Education - Associates degree or its equivalent in experience or college coursework
Special Skills - Proficient in MS Office applications