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Form of workPosition Title:
Executive Assistant - OU Health Executive Offices Department:
Administration Job Description:
Executive Assistant supporting OU Health's Chief Human Resources Officer and Chief Marketing & Growth Officer, as well as other C-Suite activities.
General Description:
Performs administrative duties for C-Suite executive(s). Responsibilities may include screening calls, receiving visitors, scheduling meetings, coordinating events, making travel arrangements, arranging conference calls, preparation of complex reports, responding directly to third-party inquiries. May also read, research, route correspondence, and collect or analyze information. Responsible for confidential and time-sensitive material.
Essential Responsibilities:
Responsibilities listed in this section are core to the position. Inability to perform these responsibilities with or without an accommodation may result in disqualification from the position.
- Timely maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizing appointments/meetings according to the topic and executive availability
- Handles sensitive/confidential information requiring a high level of discretion and confidentiality.
- Welcomes guests by greeting them, answering, and/or directing inquiries.
- Prepares documents and outgoing communications as necessary.
- Completes, reviews, and processes expense reports, invoices, etc.
- Books travel arrangements, both domestic and international travel.
- Creates professional PowerPoint presentations and presentation materials from conceptual ideas
- Manages assigned projects to timely completion and prepares progress reports, as required
- Takes accurate minutes at assigned meetings, as requested
- Performs administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc.
- Reviews, distributes, and responds to correspondence.
- Prepares analyses of information or data using excel.
- Performs a variety of other administrative tasks including reporting and tracking information.
- Interacts with executives at all levels, as needed, in a timely and professional manner.
- Understands when to escalate issues and barriers to the ability to complete work assignments.
- Maintains established departmental policies, procedures, and objectives including regulatory records for licenses, reports, and notifications as necessary.
- Coordinates ordering and distribution of supplies and handles problems concerning material received
- Assists with payroll processing and other clerical functions when needed.
General Responsibilities:
- Performs other duties as assigned
Minimum Qualifications:
Education: College degree preferred.
Experience: Five or more years of technical or clerical experience supporting C-Suite executives required.
OR an equivalent combination of education and experience.
License(s)/Certification(s)/Registration(s) Required: None
Knowledge, Skills and Abilities:
- Maintains a professional demeanor and presence at all times.
- Ability to maintain confidentiality.
- Strong detail orientation skills.
- Highly organized with the ability to manage multiple projects simultaneously.
- Demonstrated knowledge of office procedures and equipment.
- Mastery skills in MS Office Suite, especially MS Outlook, MS PowerPoint, MS Excel.
- Extensive experience preparing presentations utilizing MS PowerPoint.
- Extensive experience planning and managing executive meetings and events.
- Ability to manage relationships internally and externally.
- Ability to understand and adapt to quickly changing business needs.
- High level of personal integrity and professionalism.
- Excellent written and verbal communication skills.
- Strong interpersonal skills with the ability to interact well with employees, clients, and patients.
- Ability to respond effectively and promptly to changing situations and conditions.
- Ability to navigate cultural and political landscape of the organization.
- Ability to think critically.
- Excellent organizational skills.
Current OU Health Employees - Please click
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to login.OU Health is an equal opportunity employer. We offer a comprehensive benefits package, including PTO, 401(k), medical and dental plans, and many more. We know that a total benefits and compensation package, designed to meet your specific needs both inside and outside of the work environment, create peace of mind for you and your family.
