Senior Executive Assistant

Senior Executive Assistant - Executive * Days - 40hrs/wk

Shift: Days

General Summary:

Under minimal supervision, the Lead Executive Assistant is a highly skilled and highly visible individual who provides administrative and operational support services for an Executive Vice President(s) to ensure the smooth operation of the executive administrative offices. The Lead EA will provide general oversight for the EA function and acta as a point of contact to disseminate information as needed. The executive assistant performs complex executive support, provides detailed reports and handles highly sensitive and confidential information.

Requirements:

• Five (5) years of experience providing director / executive level professional administrative support required.
• Proficient in Microsoft Word, Excel, Access, PowerPoint, Visio with desktop publishing a plus.
• Demonstrated written, verbal and interpersonal communication skills.
• Able to work effectively and efficiently under tight deadlines, high volumes and managing multiple projects and schedules.
• Able to work independently with little supervision and demonstrated ability to work effectively as a team member.
• Advanced degree of independent judgment and interpersonal skills.
• Able to deal with very sensitive issues in a tactful, positive and confidential manner.
• Must possess administrative and professional office skills including word processing, presentation development, and analytical ability. Excellent communication skills, both oral and written are required. Must be able to make effective decisions and judgments; able to work independently and take initiative with little direction or supervision; and is flexible and able to adjust to changing priorities. Detail oriented and well organized; and demonstrates high degree of confidentiality and tact.

Essential Functions and Responsibilities:

1. Provides executive administrative support for an Executive Vice President(s) and other executive staff as needed.
2. Provides general oversight and serves as the primary point of contact for the Executive suite as a whole and leads various day-to-day issues that arise, disseminating information to the EA’s as necessary.
3. Answers, responds and resolves telephone calls for assigned EVP’s and refers calls to appropriate individuals in the organization when necessary.
4. Generates professional level correspondence from EVP’s and/or self to physicians, board members, and executives from other institutions, businesses, and government.
5. In conjunction with executive leadership, prepares agendas and agenda materials for meetings, arranges meeting set-up, distributes notices, catering requests, and coordinates the RSVP process. Attends all required meetings in order to record, prepare and distributes the meeting minutes.
6. Arranges travel itineraries and reservations, seminar and conference registrations. Prepares expense reports and tracks and verifies monthly hospital credit card statement expenses.
7. Maintains awareness with high degree of confidentiality on hospital and corporate issues.
8. Gathers and prepares data and completes special reports and surveys as required by various agencies with which the hospital is affiliated. Maintains established legal documents, policies, procedures and plans.
9. Manages the day-to-day office functions including: ordering supplies, reviewing and prioritizing in and outgoing mail, processing and tracking invoices and purchase orders, and maintaining files and administrative records.
10. Prepares packets, presentation materials and power point slides for various board/committee meetings and special projects.
11. Processes Report Express information and approvals for executive department and other department as relates to EVP’s direct reports.
12. Coordinating EA and AA PTO schedules, reconciling time cards/approving PTO for EA Team and AA (and executives when their EA is on PTO)
13. Serve as Board Backup as needed. Attend meetings as needed/requested
14. Performs other duties as assigned. These may include but are not limited to: Maintaining a current knowledge base of department processes and procedures for patient care, pursuing self-directed learning and continuing education opportunities, and participating on committees, task forces, and work groups as determined by management.

Requisition #: req8907