Sr Staff Assistant- Critical Care

Perform administrative and secretarial responsibilities to support the Directors/Senior Directors/Division Chief's in a challenging and fast-paced work environment. Perform duties of a responsible and confidential nature. Work under general guidance and some limited supervision. Responsibilities may include communication and coordination with all levels of internal and external customers, receiving and screening calls, correspondence and/or visitors, making travel and meeting arrangements, preparing correspondence, documents and reports.

Minimum Education
High School Diploma or GED (Required); College Degree- Preferred

Minimum Work Experience
5 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment. (Required)

Experience should demonstrate proven ability to analyze and interpret data, prepare complex reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of large, multi-disciplinary meetings, and organize files and correspondence. (Required)

Project coordination experience- Preferred

Required Skills/Knowledge
Familiarity with organizational and departmental structures, policies and practices
Strong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of people
Ability to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environment
Proficiency with MS Office and other computer applications as required
Ability to consider multiple variables to determine proper course of action
Exercise good judgment in handling sensitive and confidential information and situations.

Functional Accountabilities
Administrative and Secretarial

• Responsible for scheduling appointments and arranging meetings, conferences and travel. Ensures the executive’s knowledge of schedule 24 hours in advance. May assist in creating meeting agenda and taking minutes.

• Organizes and maintains files of the executive’s correspondence and records, following up on pending matters with some limited direction and providing feedback in a timely manner.

• May assist in coordinating the workflow within the executive’s scope of oversight. Initiates follow-up action as needed.

• Researches information requests under some general guidance and supervision. Under the instruction of the executive, may compile data elements into reports as needed.

• May perform some Office Managers duties.

Communications

• Serves as a liaison to other executives, assistants, internal and external customers.

• Communicates and/or coordinates the executive’s instructions and desires with various individuals and/or departments/divisions. Furnishes and obtains information from others as needed.

• Receives and screens calls, correspondence, and/or visitors for the executive.

• Answers routine inquiries, and furnishes information, when possible, to save the executive’s time.