Executive Administrative Assistant

Job Title

Executive Administrative Assistant

James | Office of the CEO

The Executive Assistant manages and provides lead administrative support to the office of the Chief Operating Officer (COO) and Chief Medical Officer (CMO) of the Comprehensive Cancer Center
- James Cancer Hospital and Solove Research Institute. This position reports to the Chief of Staff and must work closely and collaboratively with other office staff to support coordinated executive office operations. The Executive Assistant works under minimal supervision and is responsible for the efficient operations and professional image of the COO and CMO offices.

The Executive Assistant for the offices of the Chief Operating Officer (COO) and Chief Medical Officer (CMO) of the James-OSUCCC is a key liaison and representative on behalf of the COO and CMO and is a critical member of the executive administrative support team. Reporting to the Chief of Staff and working closely with other Executive Assistants in James-OSUCCC Administration, other office staff, and members of the COO and CMO teams, this role supports the efficient operations and professional image of the COO and CMO offices and exercises considerable discretion and good judgment in handling information and taking care of matters of a highly confidential and critical nature.

This position serves as a primary team member supporting the daily executive administrative needs of the COO and CMO, including, but not limited to, serving as an initial point of contact with executive leaders across the James-OSUCCC, The Ohio State University and Wexner Medical Center, board members, donors, government and community leaders, and faculty, staff, and learners across the University;

reviewing and processing confidential and critical information in support of administrative activities; assessing level of priority in determining urgency; scheduling appointments and coordinating meetings and engagements for the COO and CMO calendars; compiling, preparing and prioritizing daily materials needed to facilitate the efficient and effective use of the COO’s and CMO’s time; assessing inquiries and concerns directed to the COO and CMO offices, assessing course of action and delegating to appropriate person or unit to handle;

conveying directives and critical information to other senior executives, faculty, and staff; coordinating, preparing and reviewing a wide range of written materials for the COO and CMO, including agendas, itineraries, presentations, correspondence, letters, and memos; reviewing documents requiring the COO’s or CMO’s signature or response to ensure compliance with current administrative policy; making travel arrangements and processing expense reimbursements; and coordinating special projects as directed.

• For Hire:
  Bachelors degree or equivalent experience.
• Administrative experience in a hospital, executive suite, and/or supporting multiple leaders is desired; four years of senior administrative support experience including knowledge and experience in managing complex scheduling and impeccable attention to detail.
• This position will require a person with sound judgment and the ability to prioritize.
• This position requires the ability to define problems, collect data, establish facts, draw conclusions and recommend appropriate action.

• Function:
  Business Planning and Operations
• Sub-Function:
  Administrative Assistance
• Career Band:
  Individual Contributor
  - Specialized
• Career Level:
  
  S2

• Requires 15-20% early morning, evening and/or weekend support.
• Location:
  
  James Cancer Hospital (0375)
• Position Type:
  Regular
• Scheduled
  
  Hours:
  
  40
• Shift: First Shift

• Medical, dental and vision coverage, with Ohio State paying a significant portion of the cost.
• Paid time off, including sick and vacation time and 11 holidays.
• State retirement plan or an alternative retirement plan, both with generous employer contributions.

The university is an equal opportunity employer, including veterans and disability.