POSITION SUMMARY
The Executive Assistant assists the Executive by performing administrative duties and managing an administrative office to provide continuity of service to staff, physicians, patients and visitors.
- Keeps accurate calendar of meetings and events
- Receives, reviews and distributes incoming and outgoing mail on a daily basis; personally handles that which is appropriate
- Prepares agendas and meeting packets, attends various meetings records and transcribes minutes and performs appropriate follow-through
- Receives phone calls, assists callers if possible, takes messages and refers calls as necessary using business telephone etiquette
- Records and transcribes minutes of meetings
- Arranges travel when needed
- Transposes, formats, and sends letters as instructed by appropriate VP
- Schedules meetings and sends invites to appropriate parties as instructed
- Handles work travel arrangements for respective VPs with airline, hotel, and rental car booking when needed
- Four to five years of job-related experience in an executive office with public and top management
- Two years of college, majoring in Secretarial Sciences or equivalent experience preferred
- Knowledge of office management letter format and composition, proper rules of grammar, spelling and punctuation
- Ability to type accurately at a minimum of 70 wpm
- Ability to proofread documents proficiently
- Competent use of standard office equipment, personal computers and software programs including Office programs (Word, Excel, Outlook, Power Point and Teams) and WebEx
- Position requires fluency in English language to function in job environment appropriately
- Desire to exemplify the BSA culture, including the BSA Mission, Vision and BSA Way
- Good interpersonal and customer service skills as well as good public relations skills
- Good organizational, follow-through skills, and exceptional attention to detail
- Excellent time management skills
- Ability to multi-task constantly and tolerate interruptions, ability to tolerate stressful situations
- Exercise discretion and maintain confidentiality
- Flexibility/Teamwork
- Self-motivation, proactive in anticipating needs of executive
- Record and transcribe minutes of meetings, using handwritten notes and/or Dictaphone
- Answer telephone in business professional manner and relay information in a pleasant and professional manner
- Use critical thinking skills to solve problems, prioritize, plan, and coordinate activities
- Maintain and update executive’s calendar, schedule meetings, travel, and organize catering
- Create agendas for meetings, collect and prepare information for meetings
- Create itineraries for travel, draft letters and memos for internal and external communication
- Create spreadsheets
- Ability to act as a gatekeeper and escalate relevant information to executives as needed