Executive Assistant to Chair, Pediatrics - Main Campus

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, and acts as point of contact between the executive and employees/clients.
• Monitors the executive’s calendar to ensure a smooth flow of schedule, appointments, and events; prepares for events and board meetings; coordinates travel arrangements and itineraries.
• Reviews incoming internal and external mail; determines significance and plans appropriate distribution.
• Monitors emails for urgency; prints, responds, and/or prepares background information for efficient responses as directed.
• Prepare/update PowerPoint presentations.
• Assist in preparation and revisions of speeches/remarks; gather background information for Board, Committee meetings, and other events.
• Manage administrative projects and duties as necessary.
• Compose drafts and final copies of correspondence for signature; research, coordinate data and prepare reports; transcribe dictation. Maintain confidential records and files and manage storage and disposal of confidential materials. Prepare and submit miscellaneous monthly invoices/statements for reimbursement when requested.
• Evaluate and direct to appropriate leaders any complaints received by written correspondence or phone; forward appropriately and provide review to the Executive. Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the Executive.
• Lead Assistant of senior leadership reports, coordinating PTO requests, helping resolve minor issues, and overseeing cross-leader projects.
• Prepare agendas, minutes, and reports as requested.
• Process payroll for 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. Annual training, the UH Code of Conduct and UH policies and procedures address the appropriate use of PHI in the workplace.

• 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 organization structure. (Required proficiency)
• Exceptional typing, dictation and Microsoft Office skills. (Required proficiency)
• Strong organizational, interpersonal and oral and written communication skills to deal tactfully with all levels of management both 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 and prioritize work. (Required proficiency)

• Standing occasionally
• Walking occasionally
• Sitting constantly
• Lifting up to 20 lbs (Rarely)
• Carrying up to 20 lbs (Rarely)
• Pushing up to 20 lbs (Rarely)
• Pulling up to 20 lbs (Rarely)
• Climbing up to 20 lbs (Rarely)
• 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%