Executive Assistant Alice Peck Memorial Hospital

POSITION STANDARDS

• Bachelor’s or Associate’s degree preferred with 3-5 years’ experience in an administrative capacity, or high school diploma with 5-10 years’ experience in an administrative capacity.
• In-depth knowledge of office management practices and procedures.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
• Superior organizational, planning, and time management skills with ability to handle competing and evolving priorities under deadline pressure.
• Excellent communication with strong editorial, proofreading, spelling and grammar skills
• Proven ability to handle confidential information with discretion
• Ability to adapt schedule to the office’s needs
• Proven interpersonal skills and ability to work in a collaborative environment including defining and accomplishing common goals
• Initiative, sound judgment and ability to work independently.

Anything listed here requires a pre-employment physical by Employee Health to determine if the employee is capable of meeting the requirements.

• Physical Activity:
• Upper Extremity:
• Push/Pull/Lift/Carry:

The Executive Assistant (EA) performs standard, advanced, and confidential administrative work to support the executive staff in an effort to increase department/office efficiency. The EA coordinates scheduling, project tasks, event planning, and communication with and on behalf of senior leadership. The Executive Assistants work in a team environment, at the direction of the Executive Office Manager, to handle coverage of the Executive Office.

• General Office Support
  • Receives visitors into the executive suite and ensures confidentiality and professionalism within the waiting area.
  • Prepares a wide variety of materials such as correspondence, forms, reports, meeting materials, etc. including gathering information and signatures and proofreading to ensure accuracy.
  • Screens and assesses relative priorities of correspondence, inquiries and projects; organizes systems of tracking tasks and filing and systems of distribution and review in order to ensure proper handling.
  • Develops and maintains consistent administrative office procedures and systems including scheduling systems, scheduling, document processing systems, and distribution/routing. Prepare and submit reimbursement documentation/purchasing card reconciliation for Senior Leadership.
  • Coordinates and distributes the Administrator on call (AOC) schedule. Maintain and regularly update the AOC binder. Oversees the on-call pager system and has primary responsibility for its functioning.
  • Orients new staff and visitors to the office and the community.
  • Coordinates a variety of activities to support department functions.
• Communication
  • Serves as the initial point of contact for inquiries to the office. Responds to inquiries and provides information or refers to appropriate individual to address the needs of the inquiry.
  • Uses independent judgment when answering questions and assisting staff and visitors, upholding a standard of excellence across the team.
  • Prepares and distributes communications to support APD activities.
  • Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the Executive Team.
  • Regularly manages confidential or sensitive information.
  • Composes documents using templates, such as power point presentations, letters, contracts, etc.
• Information Management
  • Maintains department files and databases (e.g. Board and department information) to ensure accuracy and accessibility of information.
• Schedule Coordination and Calendar Management
  • Manages, plans, and coordinates the details of complex calendars for APD’s Executive Team to…