Executive Assistant

Principal Duties and Responsibilities:

• Provide complex calendar management including the planning and timely notification of meetings and appointments. Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with administrative staff across the system to book hard-to-schedule meetings with other execs and leaders.

• Support Leadership with ensuring meetings scheduled meet negotiated deadlines, ensure adequate travel time in schedules when needed, communicate schedule changes in a timely manner and proactively identify calendar conflicts and work with fellow assistants to resolve.

• Make travel arrangements; prepare expense reports.

• Ensure meeting participants have accurate meeting logistics (location, directions, etc.)

• Arrange for conference room and technical support (i.e.: projector, teleconferencing services) and prepare materials (agendas and PowerPoint decks) as necessary.

• Assist in the preparation for new employee arrivals, including cube preparation, IDs, security, computer equipment ordering; manages scheduling for new hire orientation program.

• Assist as requested in the creation and dissemination of communications to the department staff.

• Assist with correspondence, filing, telephone coverage, routing routine mail and other assistant activities as assigned.

• Trained in managing timekeeping of PTO schedules and trained as backup for other timekeeper(s).

• Assist in the management of department distribution lists.

• Other ad hoc administrative duties and projects as assigned.

Qualifications:

• B.A. or Associates degree preferred

• 5-7 years of experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader required

• Experience in planning and supporting large-scale meetings, facilitation and presentation is required

• Experience in relationship management at the Sr. Management level is required

• Experience within a healthcare environment preferred

• Communications experience preferred

• Proficient in the use of MS Office tools including Word, Excel, PowerPoint and Teams.

• Experience complex scheduling responsibilities desired.

• Ability to prioritize tasks

Knowledge, Skills and Abilities

• Strong technology and MS Office skills - Advanced Outlook, Word, Excel, PowerPoint.

• Ability to proofread and edit written documents.

• Ability to manage more complex phone calls and meeting requests, and give more detailed information, solving more complex issues as appropriate.

• Highly proficient in all communication skills (phone, verbal and written).

• Ability to handle sensitive information and situations with poise and professionalism.

• Strong organizational, coordination and judgment skills.

• Ability to prioritize effectively.

• Ability to problem solve and troubleshoot.

• Ability to analyze a situation and determine best course of action within established guidelines.

• Basic math knowledge with some knowledge of bookkeeping.

• Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.

• Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.