Executive Assistant, System

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General Summary

• Under limited supervision provides executive administrative support to two or more system executives (VP, SVP, and above).
• Performs duties, sometimes of a confidential nature, that require comprehensive knowledge of the organizational policies and operations.
• Regularly required to resolve complex administrative problems independently. Coordinates executive schedule, tracks workflow, ensures paperwork is completed efficiently and appropriate follow up is provided.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Acts as an intermediary for executives. Interacts with high-level contacts requiring considerable discretion and initiative. Makes decisions on specific operating problems within authorized scope.
• Independently composes correspondence, memoranda, documentation and presentation material on a wide variety of subjects requiring discretion and a thorough knowledge of policies and procedures. Reviews, summarizes and responds to documents as required.
• Coordinates and maintains executive schedules; anticipates executives’ course of action. Schedules and coordinates meetings, appointments and travel arrangements. Compiles agenda and briefing material; briefs executive on pertinent agenda issues and prepares minutes for meetings. Acts as point-person for follow-up on meetings, projects and initiatives.
• Manages special projects and assignments. Carries out background research on emerging issues, tracks progress and deadlines to ensure work is completed in a timely manner and identifies areas which require executives’ immediate attention.
• Compiles, analyzes and verifies complex financial and/or statistical data. Prepares financial/ operational reports, analyzes progress and adverse trends and provides recommendations. Responsible for tracking deadlines and reporting requirements.
• Coordinates and implements special events: publicity, invitations, audio-visual, and/or refreshments.
• Carries out other administrative tasks as required; orders and or negotiates office supplies, equipment and maintenance contracts, recommends cost savings where appropriate.

Education and Experience

• High School Diploma or equivalent (GED) required. Bachelor’s or Associate's Degree in Business Management/Administration, Secretarial Sciences or related field is strongly preferred.
• 7 years progressively responsible administrative/secretarial experience (including at least 2 years executive level administrative responsibilities), in a business, professional, government, or health care environment is required.
• Experience working in a business, professional or health care environment is preferred.

Knowledge, Skills and Abilities

• Demonstrated ability to problem-solve a wide variety of complex issues.
• PC literate with advanced proficiency in Microsoft Office Suite and Internet. Excellent typing and data entry skills are required.
• Highly effective verbal, written and interpersonal skills to communicate effectively with external stakeholders, medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service.
• Knowledge of and ability to understand procedures, practices and policies and communicate administrative decisions to staff.
• Excellent filing and organization, ability to prioritize own work and that of others.
• Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
• Ability to establish and maintain courteous and effective relationships, and demonstrate sensitivity and awareness of customer needs.

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