Executive Assistant

These Principal Accountabilities, Requirements and Qualifications are not exhaustive, but are merely the most descriptive of the current job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, staff changes, workload, or technical development).
JOB ACCOUNTABILITIES
ADMINISTRATIVE SUPPORT SERVICES

• Provides a variety of complex and confidential administrative support by managing a wide range of administrative processes and projects, establishes work priorities, and creates documents including letters, memorandums, manuals, marketing, and business development reports, charts and graphic presentation materials.
• Serves as an administrative liaison ensures executive leader is apprised of ongoing issues, inquiries, and requests; facilitates coordination opportunities and provides a status of outstanding project deadlines. Attends meetings, develops meeting notes and tracks actionable deliverables, as needed.
• Manages calendars, departmental schedules; coordinates complex scheduling and logistics for meetings, conferences, and events; provides support by establishing travel, lodging, event arrangements, equipment or reservations as necessary.
• Receives and screens calls, messages, mail and email communications, and visitors. Refers and answers inquiries as appropriate procedures and policies relating to departmental functions.
• Creates and prepares specialized or complex reports, summaries, or replies to queries, selecting relevant information from a variety of sources. Prepares graphs, tables, spreadsheet or other complex graphics for meeting agendas and various other presentations.
• Manages a variety of administrative projects, working independently on the creation of documents, prioritizing needs, and maintaining strong interpersonal relationships.
• Maintains timekeeping records and function as departmental Timekeeper.
• Performs information management functions, including maintaining databases and software, requests equipment and software install and maintenance, may produce standard and ad hoc reports.
• Mentors and fosters a constructive learning environment that supports interns students and new teammates build confidence in their skills, knowledge, and abilities.

SAFETY

• Maintains a clean, neat, and safe working environment, by inventorying and ordering accessories and supplies periodically to maintain established stock levels.
• Inspects and arranges for equipment repairs, monitors costs and needs for replacement.

COMPLIANCE

• Maintains strictest confidence of all Sutter Health information including Patient Health Information(PHI) and protects all information from accidental, intentional, or inappropriate disclosure.
• Performs all duties in compliance with department standards, policies, and procedures, as well as local, state and federal regulatory agencies to deliver the highest level of patient privacy and care.
• Retains and completes mandated continuing education requirements to meet departmental and facility requirements.

EDUCATION
Equivalent experience will be accepted in lieu of the required degree or diploma.
HS Diploma: High School Diploma or General Education Diploma (GED). or equivalent education/experience
PREFERRED EXPERIENCE AS TYPICALLY ACQUIRED IN:
4 years aministrative assistant experience supporting at the director/vice president level.
SKILLS AND KNOWLEDGE
Written communications skills including the ability to compose effective communications to audiences within and outside the organization.
Verbal communications skills including the ability to speak and listen effectively to various audiences within and outside of the organization.
Well-developed time management and organizational skills, including the ability to prioritize assignments and work within standardized policies and procedures to achieve objectives and meet deadlines.
Advanced skill level in software applications, including Microsoft Office Suite (Word, Excel and Outlook), internet search software, and related information systems.
Interpret a variety of data and instructions, furnished in written, oral, diagram, or schedule form.
Prioritize assignments and work within standardized policies and procedures to achieve objectives and meet deadlines.
Work independently, as well as be part of the team, including accomplishing multiple tasks in an environment with interruptions.
Identify, evaluate and resolve standard problems by selecting appropriate solutions from established options.
Ensure the privacy of each patient’s protected health information (PHI).
Build collaborate relationships with peers and other staff members to achieve departmental and corporate objectives.
PHYSICAL ACTIVITIES AND REQUIREMENTS
See required physical demands, mental components, visual activities & working conditions at the following link: