Executive Assistant to Chair, Pediatrics - Main Campus

Description A Brief Overview

This position enhances the effectiveness of an executive by providing assistance, information management support and representing the executive to others. This individual handles and recommends disposition of a variety of important and highly confidential administrative matters.

• Facilitates communication with and for the executive; answers phones, greets visitors, establishes warmth and credibility, acts as point of contact between executive and employees/clients.
• Monitors the following: (a) executive's calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the executive on an ongoing basis; (b) preparation for events, board meetings, etc.; (c) travel arrangements for all trips including itineraries and information as to where and how the executive may be contacted.
• Reviews incoming internal and external mail, determines the significance and plans their appropriate distribution.
• Monitors emails for urgency – prints, responds and/or prepares background info for a more efficient response as directed or requested.
• Prepares/updates PowerPoint presentations.
• Assists in preparation/revisions of speeches and remarks, gathering background information when necessary for board, committee meetings, and other events.
• Manages administrative projects and duties as may be necessary.
• Composes drafts and/or final copies of correspondence for signature; researches, coordinates data and prepares reports; transcribes dictation. Maintains and establishes confidential records and files, organizes and updates the storage and disposal of all confidential materials, and submits miscellaneous monthly invoices/statements for reimbursement when requested.
• Evaluates and directs complaints received by written correspondence or phone call to the appropriate leader, determines appropriate individuals to forward to, and also gives to the executive for review. Fields special requests, researches and analyzes unusual situations, acts on emergencies, and anticipates special needs of the executive.
• Serves as Lead Assistant to senior leadership's reports, coordinating PTO requests to ensure adequate coverage, helping to resolve or advise on minor issues, and overseeing projects that cross senior leaders.
• Prepares agendas, minutes, reports and materials as requested.
• Processes payroll for the leadership team.

• Performs other duties as assigned.
• Complies with all policies and standards.
• For specific duties and responsibilities, refers to documentation provided by the department during orientation.
• Abides by all requirements to safely and securely maintain Protected Health Information (PHI) for patients. Annual training, the UH Code of Conduct, and UH policies and procedures are in place to address appropriate use of PHI in the workplace.