Executive Assistant

FLSA STATUS

Non-exempt

• High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)
• Secondary level education preferred

• Five years’ secretary experience with three years’ supporting senior management; may consider internal candidates with four years’ experience in progressively higher-level leadership support

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
• Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
• Exhibits attention to detail and critical thinking skills
• Ability to create graphs and spreadsheets
• Possesses excellent organizational skills
• Ability to take and transcribe dictation is preferred
• Demonstrates ability to work alone and with a team
• Use of personal computer and related software (such as Microsoft, Excel and PowerPoint, Access, Outlook and Publisher)
• Proficient in spelling, punctuation, grammar and other English language skills

• Maintains assigned executive calendar(s). Schedules/coordinates meetings, conferences and Teams/Web Ex/conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule change prior to meeting or appointment.
• Meets with individuals, special interest groups and others on behalf of executives, committees and Boards of Directors.
• Role models healthy relationships in the work environment such as mitigation of conflict, leading problem solving and resolution efforts. Provides proactive and creative recommendations on how to meet goals and handle identified risks and deviations. Recommends initiatives to improve department scores for employee engagement.

• Reads, sorts and analyzes incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution. Composes, proofs, types, and distributes letters, memos, reports, spreadsheets, presentations and related outgoing materials.
• Prepares agendas and makes arrangements for committee, board, and other meetings. Compiles, transcribes, and distributes minutes of meetings. Attends meetings in order to record minutes.
• Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees and boards of directors.

• Ensures documentation (agendas, minutes, presentations, etc.), is complete, timely, accurate, and in accordance with standards and policies.
• Handles highly confidential documents, protecting an organization's confidential information, communication and information management. Performs data monitoring/maintenance for the department with minimal supervision. Ensures quality and timely execution of deliverables. Coordinates deadlines related to multiple deadlines including but not limited to reports and presentations.
• Organizes and expedites the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload. Participates in performance improvement activities to support department/entity goals.

• Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.
• Assists in the preparation and tracking of annual operating budget. Initiates office equipment (copy machine, fax machine and printers, etc.) service calls and follows up to ensure that…