Executive Assistant

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Job Title:

Executive Assistant

Job Summary

Perform administrative and secretarial duties with wide latitude for exercising discretion and judgment. Independently sets priorities while taking into consideration input from the administrator. Typically supports a vice president or company officer. These duties are to be performed in a highly confidential manner, in accordance with the mission, values and behaviors of Insight Hospital and Medical Center. Employees are further expected to provide a high quality of care, service, and kindness toward all patients, staff, physicians, volunteers and guests.

DESCRIPTION

ADMINISTRATIVE SUPPORT - Answers and screens phone calls, takes messages and makes appropriate referrals. May review executive s email. Attends meetings as requested, transcribes and distributes meeting minutes. Maintains executive s calendar to include scheduling meetings, arranging appointments, and coordinating travel arrangements. Brings pertinent dates to executive s attention, prepares and/or provides necessary documents for use in meetings.

COMMUNICATION - Composes effective correspondence, announcements, training materials, narrative summaries and reports, proposals and recommendations and other written materials. Compiles data to prepare operational reports and assists with preparation of material for presentation to the Board of Directors, etc.

AD HOC PROJECTS & EVENT PLANNING - Completes various projects as needed or as directed by administrator by proficiently researching and gathering information from internal, external and internet sources. Summarizes and compiles findings in written reports, spreadsheets, graphs or other appropriate format. Effectively utilizes a variety of resources to plan and execute both on-site and off-site event planning.

BUDGET, INVENTORIES & EQUIPMENT - Ensures department expenses are charged appropriately. Determines if expenses are within policy and refers questionable items to administrator or supervisor. Assists with preparation of check requisitions, purchase requisitions, and expense reports. Utilizes Lawson to process purchase requisitions. Orders office supplies and arranges for maintenance of office equipment and facilities to ensure proper working order and smooth operation of department.

JOB SPECIFICATIONS

REQUIRED

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge:

• High School Diploma Required. Business Degree preferred.
• Six to ten years of previous job related experience required.
• Ten or more year’s previous job-related experience preferred
• Prior experience in an administrative assistant role experience acquired through work experience or education required.
• Administrative or technical background acquired through completion of two to three years of college preferred.

Skills:

• Excellent interpersonal and customer service skills required.
• Proficient in Microsoft Office Word, Excel and PowerPoint required.
• Proficient in Microsoft Outlook preferred.
• Basic keyboarding skills required. Type 55 wpm required.

Abilities:

• Ability to communicate verbally
• Ability to compose letters and memorandums
• Ability to deal calmly and courteously with people
• Ability to deal with stressful situations
• Ability to finish tasks in a timely manner
• Ability to follow oral and written instructions and established procedures
• Ability to function independently and manage own time and work tasks
• Ability to maintain confidentiality
• Ability to perform basic filing, office procedures and word processing
• Ability to work as an effective team member
• With on-the-job experience, the incumbent must display an understanding of the department/unit and organization, as well as company policies and procedures.
• Willingly and effectively gathers information from a variety of available resources in order to independently make decisions and implement action accordingly.

Insight is an equal opportunity employer

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative
• Industries:
  Hospitals and Health Care

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