Assistant to Market President - General Administration OLOL

Provides a wide variety of administrative and staff support services to a department. The Assistant to CEO works at the direction of the reporting supervisor to complete projects and generally coordinate the daily functions of the department as they relate to the reporting supervisor. Performs advanced diversified secretarial and administrative duties requiring broad and comprehensive knowledge of the organizations policies and practices.

1. Document and Data Management
   1. Types memorandums policies meeting minutes manuals letters forms procedures and other general typing as directed initiating other documents and correspondence as appropriate. Proofs materials for errors and ensures layout is in keeping with hospital style. Maintains department and hospital manuals typing and collating all revisions and distributing revisions that are pertinent.
   2. Coordinates meetings by preparing meeting agenda and notifies members of meeting in a timely and professional manner. May attend meetings record meeting minutes and coordinate meeting and agenda materials. May maintain appointment and events calendar for reporting supervisor.
   3. Inputs and retrieves data utilizing knowledge of various computer software packages.
   4. Inventories and orders all office supplies regularly.
   5. Provides professional and confidential administrative support by creating letters itineraries memoranda minutes and reports from written copy. Proofs materials for errors and ensures that page layout is consistent with hospital style in order to promote the hospitals professional image.
   6. Efficiently inputs and retrieves data using various computer systems in order to provide accurate and high quality information for needed records and reports.
2. Filing and Organization
   1. Coordinates meetings by preparing meeting agenda and notifies members of meeting in a timely and professional manner. May attend meetings record meeting minutes and coordinate meeting and agenda materials. May maintain appointment and events calendar for reporting supervisor.
   2. Maintains accurate and efficient filing systems and ensures that file systems are neat and well-organized. 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. Coordinates meetings by preparing meeting agenda and notifies members of meeting in a timely and professional manner. May attend meetings record meeting minutes and coordinate meeting and agenda materials. Maymaintain appointment and events calendar for senior management team members.
3. Telephone and Scheduling Management
   1. Answers telephones routes callers takes messages and provides routine information to callers. Provides back-up telephone coverage for other support staff routing calls appropriately or taking clear messages.
   2. Provides courteous assistance guidance and direction to departmental visitors ascertains the nature of visitor business and directs individuals to various locations in the department and hospital when appropriate. Performs high quality professional administrative services by answering telephones prioritizing and directing calls scheduling meetings and making special arrangements (e.g. travel special events) and ordering supplies as needed. Provides back-up telephone coverage for other support staff routing calls appropriately or taking clear messages.
   3. May act as an office manager by efficiently performing billing and scheduling duties resolving problems and aiding in project development and coordination.
4. Other Duties As Assigned
   1. Performs other duties as assigned or requested.
   2. Provides courteous assistance guidance and direction to departmental visitors ascertains the nature of visitor business and directs individuals to various locations in the department and hospital when appropriate. Resolves customer complaints and offers assistance regarding questions concerning policies and procedures.

Experience - 4 years secretarial experience

Education - High school or equivalent Basic college courses