Executive Assistant | Detroit, Mi | Part Time

Under limited supervision from a Senior Level Executive in Leadership Salary Grade M10 and above or Henry Ford Medical Group Chair, provides personal and administrative support services such as preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files and conducting special projects as assigned. Duties require a thorough knowledge of supervisor's areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects and so forth. All work is of a highly confidential nature.

PRINCIPLE ACCOUNTABILITIES:

• Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules and so forth that are confidential in nature and may require taking and transcribing shorthand
  and/or Dictaphone dictation.
• Assists in preparing complex, confidential administrative reports, statements, rosters, and so forth, performs difficult data and/or information gathering, computes complex calculations and drafts and prepares special reports/analyses for review by
  supervisor.
• Reviews and screens visitors and telephone calls, ascertains callers' needs and tactfully refers callers to appropriate personnel. Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).
• Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data and so forth, often dealing with executives, medical staff, trustees or influential outsiders. In absence of, or as directed by supervisor, is often required to relay confidential or sensitive information.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

• Receives and reads confidential incoming correspondence, reports, memoranda and the like; screens items, which can be routinely handled, prepares appropriate responses and forward remaining materials to supervisor or others along with necessary background information.
• Arranges meetings, conferences, schedules, appointments, interviews, completes travel arrangements, and maintains supervisor's business calendar.
• Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.
• Establishes, maintains, revises recordkeeping and filing systems, classifies, sorts, and files confidential correspondence, articles, records and other documents.
• Attends meetings and takes, prepares, and distributes minutes to appropriate personnel.
• Performs specialized functions pertaining to departmental operations including bulk purchasing of departmental supplies and materials, and requisitioning regular office supplies and/or other general office duties that may be assigned.