Executive Assistant

Position summary

Provides administrative and organizational support to Senior Leadership.

• Exercises judgment and discretion to handle incoming issues and requests, determining appropriate actions, responses, and solutions in a responsive and professional manner.
• Understands and effectively utilizes relevant Hospital chains of command and reporting systems to effectively triage a range of matters, including time-sensitive, challenging, confidential, and/or sensitive business and employee information and matters. Able to de-escalate personnel situations as necessary.
• Manages supervisor's calendars and meeting schedules with consideration of timing, sequencing, and meeting location/travel requirements.
• Arranges external travel and itineraries.
• Plans, prepares, and executes logistical and administrative requirements for meetings, interviews, seminars, conferences, and special events.
• Circulates agendas, minutes, presentations, and other materials. Coordinates logistical and technological arrangements to ensure seamless execution.
• Supports the business and financial operational responsibilities through tracking expenses, facilitating the contract management process, ensuring timely execution of contracts, handling purchase orders and reimbursements, and tracking department budgets.
• Drafts emails as directed, creates and edits correspondence with manager guidance, and drafts other communications as directed.
• Accurately maintains an effective filing and document management system for department information and/or files.
• Interacts with vendors and external parties.
• Completes other projects as assigned.

• Bachelors Degree or equivalent experience.

• Minimum 1 year of relevant administrative experience. 3 years preferred.
• Must have the ability to work with a high degree of independence from conception to completion.
• Must be able to work under pressure and handle a wide variety of simultaneous activities and confidential matters with trust, confidence, and discretion.
• Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
• Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
• Must have the ability to prioritize, oversee, and manage projects.
• Ability to work with diverse internal and external constituencies spanning front-line staff to senior-level Executive(s) s as well as a variety of external stakeholders.
• Highly adaptive to new technologies and expert in all key Hospital administrative operating systems, including the Microsoft Office suite and People Soft.
• Ability to take personal initiative and work independently, as well as part of a team.
• Ability to meet deadlines in a complex and fast-paced environment.