Executive Assistant

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Provides administrative/secretarial support to the Regional Administrator or Chief Executive Officer and performs diversified administrative and secretarial functions.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Four years of high level Administrative Experience OR Associate’s Degree AND Two years of high level Executive Office Experience OR Bachelor’s Degree.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Provides confidential administrative support to the Regional Administrator or CEO.

2. Maintains the Regional Administrator or CEO’s daily appointment calendar; Makes travel and lodging arrangements as required.

3. Types correspondence, reports, memoranda, special projects, technical papers and related material for department staff as requested as approved by the Regional Administrator or CEO.

4. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.

5. Records meeting minutes to maintain an accurate record of decisions.

6. Answers telephone and provides information in accordance with hospital policy.

7. Collects and prepares information for the Regional Administrator or CEO’s use in discussions and meetings with executive staff members and outside individuals.

8. Follows standard precautions at all times.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

1. Ability to sit for long periods of time.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

1. Standard office environment.

SKILLS AND ABILITIES:

1. Maintains a high level of confidentiality at all times.

2. Strong computer skills, communication skills, writing skills, organizational skills, and transcription are required. Demonstrated proficiency in Microsoft Office software. (including but not limited to, Word, Outlook, Excel, and PowerPoint)

3. Experience in a high-level executive office setting.

4. Ability to work independently and exercise good judgment with exemplary attention to detail.

Additional Job Description:

1. Works independently to initiate and complete executive support functions for Executive. Independently
screens phone and face-to-face requests for the Executive.
2. Maintains a tracking system on matters involving the Executive and monitors frequently for status of
ongoing issues.
3. Works independently to assist in the coordination/scheduling for the Executive including scheduling of
standing meetings and responding to requests for meetings as requested.
4. Assists in determining priorities and ensures all deadlines are met.
5. Determines the priorities for meetings; schedules meetings, collects agenda items, prepares agenda and
composes minutes as requested.
6. Collects information and creates reports from established data and/or departments.
7. Establish and maintains office files and records and assembles information from these and other
sources. Archives files independently as appropriate.
8. Assists Executive with special projects and other duties as assigned. Compiles necessary background
information for the Executive review. Coordinates a plan for completing the project. Maintains
responsibility for monitoring the project’s progress.
9. Maintains the Executive’s calendar and makes all travel and lodging arrangements; tracks
reimbursement for expenses from appropriate unit or agency.
10. Responsible for all correspondence for the