Executive Assistant

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Job Type:

Regular

Scheduled Hours:

40

Job Summary:

This position provides: (1) secretarial duties and a variety of other duties, primarily to the SVP/VP. (2) Coverage for the Administrative Offices when others are out of the office due to vacation/illness/work-related instances. Flexibility, confidentiality and the ability to prioritize and be very detailed is essential in this position. This person must be knowledgeable of the organizational structure in order to direct inquiries and handle the numerous issues presented to the offices.

Demonstrate respect, dignity, kindness and empathy in each encounter with all patients, families, visitors and other employees regardless of cultural background.

Job Description:

Administrative support for the Senior Vice Presidents and Vice President(s), if applicable. 

• Attendance at meetings and preparation of minutes and uploading documents on the Board Portal for productivity of meeting.   
• File all office documentation accurately and timely.
• Makes all travel arrangements and processes required paperwork for the department(s) they support, to facilitate their attendance at professional and educational meetings.
• Maintain all department organizational charts in Visio ensuring accuracy and availability to appropriate parties.

Maintain calendar; arrange and schedule appointments.

Review and prioritize all incoming mail/email and respond, when appropriate, and to maintain a timely flow of such items.

Coordinate and in some cases, facilitate leadership endorsed projects.

Represent the department effectively and professionally when interacting with internal and external customers to both in person and on the telephone to ensure courteous, accurate and timely response.

Performs other duties as assigned.  Examples include:

• May maintain Nursing Administration policies and contracts in Compliance 360, ensuring accuracy and availability to all associates.

Meeting Manager Backup secures meeting room, coordinates setup of AV equipment for project related meetings and webinars and handles food or refreshment arrangements.

Backup coverage in the absence of other Executive and Administrative Assistant(s) (i.e. meetings, vacations, outside events or other meetings where presence is requested.) 

Education, Credentials, Licenses:

• Associate Degree with 3 years of previous executive level support experience

OR

• High School Graduate with 5 years of previous executive level support experience.
• Some college preferred.

Specialized Knowledge: 

• Proficient in Microsoft Office (Word, PowerPoint, Outlook) and Electronic calendaring
• Exceptional organizational skills
• Must be detailed oriented
• Good interpersonal / Customer Service skills
• Must have the ability to critically think and problem solve independently

Kind and Length of Experience: 

• 3-5 years previous executive level support experience

FLSA Status:

Non-Exempt

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