Executive Assistant

Job Description

The Executive Assistant relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. The position relies on experience and judgment to accomplish responsibilities, works under minimal supervision, while creativity is expected to perform the job, and may lead and direct the work of others.

Responsibilities

Document and Data Management

• Provides professional and confidential administrative support by typing letters, itineraries, memoranda, minutes, and reports from written copy, Dictaphone equipment, and transcription equipment. Proofs materials for errors and ensures that page layout is consistent with hospital style in order to promote the hospital's professional image.
• Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy or procedures.
• Efficiently inputs and retrieves data using various computer software packages (e.g., Word Perfect, Lotus, dBase, Harvard Graphics, Excel, Fox Pro, Access, etc.) in order to provide accurate and high-quality information for needed records and reports.

Filing and Organization

• Participates in designated meetings and records meeting minutes in order to provide an accurate account of all subjects covered and decisions made.
• Prepares, organizes, and duplicates material for Board and Board Committee meetings, and obtains audio/visual equipment for meetings as necessary in an effort to ensure that meetings operate smoothly and efficiently.
• Assists the Board of Directors with the JCAHO survey process by participating in meetings and answering questions regarding the governing body and board resolutions, organizing documents, and maintaining meeting minutes and policy and procedure manuals in an effort to ensure timely hospital accreditation and the provision of high-quality health care services.

Telephone and Scheduling Management

• Performs high quality professional administrative services by answering telephones, prioritizing and directing calls, scheduling meetings, and making special arrangements (e.g., travel, special events) and ordering supplies as needed.
• Arranges appointments and meetings, coordinates meeting and agenda materials.
• Provides courteous assistance, guidance, and direction to departmental visitors, ascertains the nature of visitor business, and directs individuals to various locations in the department and hospital when appropriate.

Other Duties As Assigned

• Performs other duties as assigned or requested.

Qualifications

3 yrs exp in a senior leadership level secretarial/administrative assistant position

High school diploma or equivalent.