Executive Assistant, Pathology

Executive Assistant, Pathology (2600062W)

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 executive’s calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the Executive on an ongoing basis; prepares for events, board meetings, etc.; and arranges travel plans.
• Reviews incoming internal and external mail, determines significance, and plans appropriate distribution.
• Monitors emails for urgency – prints, responds or prepares background info for more efficient response.
• Prepares or updates PowerPoint presentations.
• Assists in preparation/revisions of speeches and remarks, gathering background information for Board and 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 confidential records and files; organizes storage and disposal of all confidential materials; submits monthly invoices and statements for reimbursement when requested.
• Evaluates and directs complaints received by written correspondence or phone call to the appropriate leader or the Executive for review; fields special requests, researches and analyzes unusual situations, and acts on emergencies.
• Leads senior leadership’s reports, including coordinating PTO requests, helping to resolve or advise on minor issues, and overseeing cross‑senior‑leader projects.
• 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, refer to documentation provided by the department during orientation.
• Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients; completes required annual training and follows the UH Code of Conduct and UH policies and procedures.

• Associate's Degree (Preferred)
• Bachelor's Degree (Preferred)

• 5+ years of experience in an Executive Administrative Assistant role or customer service environment. (Required)

• Knowledge of policies and the organizational structure. (Required proficiency)
• Exceptional typing, dictation and Microsoft Office skills. (Required proficiency)
• Strong organizational, interpersonal, oral and written communication skills to deal tactfully with all levels of management within and outside the organization. (Required proficiency)
• Ability to handle confidential information at all times. (Required proficiency)
• Ability to complete tasks with minimal supervision and with a proactive approach. (Required proficiency)
• Ability to adjust to varying workloads & prioritize work. (Required proficiency)

• Standing Occasionally
• Walking Occasionally
• Sitting Constantly
• Lifting Rarely up to 20 lbs
• Carrying Rarely up to 20 lbs
• Pushing Rarely up to 20 lbs
• Pulling Rarely up to 20 lbs
• Climbing Rarely up to 20 lbs
• Balancing Rarely
• Stooping Rarely
• Kneeling Rarely
• Crouching Rarely
• Crawling Rarely
• Reaching Rarely
• Handling Occasionally
• Grasping Occasionally
• Feeling Rarely
• Talking Constantly
• Hearing Constantly
• Repetitive Motions Frequently
• Eye/Hand/Foot Coordination Frequently

• 10%