Sr. Executive Assistant

The Senior Executive Assistant performs a wide range of high level administrative and secretarial responsibilities to support the Executive Vice President in a challenging and fast-paced work environment. Perform duties of a highly responsible and confidential nature. Work independently with minimal guidance. Responsibilities may include communication and coordination with all levels of internal and external customers, receive and screen calls, correspondence and/or visitors, make travel and meeting arrangements, prepare correspondence, complex documents and reports.

May oversee and guide the work of others.

Minimum Education

Bachelor's Degree (Required)

Minimum Work Experience

5 years Related administrative or secretarial experience, preferably in a challenging and fast-paced environment (Required)

Required Skills/Knowledge

Demonstrate proven ability to analyze and interpret data, prepare complex reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of large, multi-disciplinary meetings, and organize files and correspondence.

Functional Accountabilities

Administrative and Secretarial

* Responsible to schedule appointments and arrange meetings, conferences and travel; ensure the executive's knowledge of schedule 24 hours in advance; may create meeting agendas, sit in meetings and take minutes.

* Organize and maintain the executive's correspondence and records, follow up on pending matters with limited direction and provide feedback in a timely manner .

* Facilitate and expedite workflow within the executive's scope of oversight; initiate follow-up action as needed.

* Research a wide variety of information requests independently; analyze and interpret data from a variety of sources, and prepare trends and status reports for the executive.

* May perform some Office Manager duties.

Communication

* Serve as a liaison to other executives, assistants, internal and external customers.

* Communicate and/or coordinate the executive's instructions and desires with various individuals and/or departments/divisions; furnish and obtain information from others as needed.

* Receive and screen calls, correspondence, and/or visitors for the executive.

* Answer routine inquiries, and obtain/furnish information to save the executive's time.

Office Technology

* Organize and prepare complex documents requiring the integration of multiple office technology and software applications.

* Integrate varying software and learn new computer applications to meet unique work needs and improve productivity .

* May serve as a resource to others on a variety of subjects to include office equipment, software applications, and information processing procedures.

Project Management/ Coordination

* Prioritize and manage/coordinate project(s), and follow through on issues in a timely manner.

* Delegate tasks to lower level staff as needed.

* May oversee and guide the workflow of lower level staff.

Safety

* Speak up when team members appear to exhibit unsafe behavior or performance

* Continuously validate and verify information needed for decision making or documentation

* Stop in the face of uncertainty and takes time to resolve the situation

* Demonstrate accurate, clear and timely verbal and written communication

* Actively promote safety for patients, families, visitors and co-workers

* Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance

Organizational Accountabilities

Budgeting and Planning

* Assist in the formulation of budget, business planning, and related planning functions.

* Help track the overall budget for the executive by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.

* May process invoices, reimbursements and other payments.

Organizational Commitment/Identification

* Partner in the mission and upholds the core principles of the organization

* Committed to diversity and recognizes value of cultural ethnic differences

* Demonstrate personal and professional integrity

* Maintain confidentiality at all times

Customer Service

* Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

* Demonstrate collaborative and respectful behavior

* Partner with all team members to achieve goals

* Receptive to others' ideas and opinions

Performance Improvement/Problem-solving

* Contribute to a positive work environment

* Demonstrate flexibility and willingness to change

* Identify opportunities to improve clinical and administrative processes

* Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

* Use resources efficiently

* Search for less costly ways of doing things