Executive Assistant | Full Time

Summary

The Executive Assistant performs a variety of complex and confidential administrative support duties for various senior managers as assigned, and serves as an integral member of the senior management team. Works on assignments that are sensitive in nature and has high-level contacts inside and outside the Hospital. Provides comprehensive administrative support for senior managers, in the development, implementation, and management of programs and policies for departments and committees. Develops, implements, and maintains sound office practices and procedures.

Education

Two years of formal training or education beyond the high school level (e.g., Associates Degree).

Certification, Registration & Licensure

None required.

Experience a. Demonstrated ability to exercise independent judgment, initiative, and critical thinking while supporting executive leaders, managing priorities, advancing organizational initiatives, coordinating complex activities, and facilitating follow-through on commitments and deliverables. b. Demonstrated ability to be flexible and handle multiple projects at the same time. c.

Demonstrated ability to build strong relationships and positively interact with multidisciplinary staff, patients, and others. d. Demonstrated ability to act independently when required and perform as a highly functional member of a team. e. Demonstrated advanced proficiency in Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and related technologies.

Ability to develop and manage complex documents, reports, presentations, databases, meeting materials, and information systems while quickly learning and effectively utilizing new applications, technologies, and business systems. f. Demonstrated ability to manage complex projects and initiatives through planning, coordination, information management, progress tracking, and stakeholder engagement.

Responsibilities

• Contributes to managing related Senior Leadership's complex calendar and schedule, resolving any scheduling conflicts, prioritizing appointments, assisting with meeting preparations and travel arrangements when needed. Sustains a daily calendar of meetings and events.
• Performs various administrative and executive support tasks while managing sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the Hospital's operations.
• Serves as a point of contact for the business activities undertaken by the Vice President. Acts as a liaison to triage contacts from the public, visitors, patients, staff, physicians, business associates, volunteers, solicitors, and others, working independently to provide resolution as appropriate.
• Facilitates virtual (Teams), in-person, and hybrid-formatted meetings and events. Produces polished minutes and executes and tracks the completion of action items.
• Manages intake, support, and communications for different processes and/or committees
• Works independently and within a team on special, nonrecurring, and ongoing projects. Coordinates multiple aspects of projects, events, and other complex activities.
• Manages and maintains day-to-day office operations. (e.g., files, orders supplies, equipment, leases, contracts, regulatory paperwork, recruitment support, practice acquisitions, mailings, maintaining databases, Intranet website administration).
• Responsible for and assisting with coordinating, developing, and implementing related internal policies and procedures. Review, monitor, and evaluate needed action items on an ongoing and rotational basis related to policy; work with the department to research best practices; and distribute policy and/or procedure for review, approval, and reading.
• Assist Vice Presidents by researching, preparing, and creating documents, reports, and presentation materials as needed.
• Performs other duties as assigned or directed. (e.g., Serves as backup to other Executive Assistants.)

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Physical and Work Requirements

The physical demands and characteristics of the work environment described here are representative of those that will be encountered by an employee to successfully perform the essential functions of this job.

The Dictionary of Occupational Titles Material Handling Classification is SEDENTARY. The employee must regularly lift, carry, or push/pull less than 10 pounds, frequently lift, carry, or push/pull less than 10 pounds, and occasionally lift, carry, or push/pull up to 10 pounds.

• While performing the duties of this job, the employee is regularly required to speak.
• The employee is frequently required to do fine motor, repetitive motion, hear, reach, and sit.
• The employee is occasionally required to bend, climb, kneel, squat, stand, and walk.

• Specific vision abilities required by this job include color vision, depth perception, far vision, near vision, and peripheral vision.
• The noise level in the work environment is usually moderate.