Executive Assistant / Administration / Fulltime / Day

Job Description

Responsibilities

Northwest Texas Healthcare System is a -bed system serving the city of Amarillo and the surrounding region. We offer the ideal combination of traditional values and the most advanced technologies in healthcare, plus the conveniences of big city living in a friendly, smaller-town atmosphere. From the beauty of Palo Duro Canyon and great recreational facilities to our quality educational system, Amarillo is a great place to live and work.

A hospital is only as good as its employees. That's why we're looking for professionals who are dedicated and passionate about their work. We're looking for employees who can add to our culture of exemplary patient care and personal excellence. We're looking for exceptional professionals who share our vision and values.

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Position : Executive Assistant

Position Summary : The Executive Assistant provides comprehensive administrative support while collaborating with administrative officers and their assistants to ensure seamless operations. This role also manages special assignments and projects, contributing to organizational efficiency. Committed to a culture of Service Excellence, the Executive Assistant upholds its standards in all interactions with customer groups.

Job Duties / Responsibilities :

1. Completes all duties with little or no supervision.

2. This person must be well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.

3. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive and resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

4. Provides administrative support for administrative executives as needed.

5. Maintains Outlook schedules for administrative executives as needed.

6. Responsible for calendar management, which requires interaction with both internal and external executives and assistants to coordinate a variety of complex meetings.

7. Schedules and troubleshoots meetings and attendance for Administrative Board and Conference rooms.

8. Arranges for travel schedule and reservations for administrative executives and employees as needed. This includes, but is not limited to air flights, hotels, restaurants, and even social events.

9. Tracks and submits documentation for travel reimbursement.

• Copies and distributes travel requests with cover sheets to hospital employees after approval.
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.
• Performs special projects and assignments to provide an integrated approach to all duties within the administrative and departmental services, and according to policy, procedure, regulations, and expectations.
• Assists with data compilation for various projects and assignments, including creation of graphs, PowerPoint, and written presentations for executives.
• Scans, faxes and distribute documents on an as needed basis.
• Prepares agendas and transcribes minutes for meetings as necessary.
• Maintains hard copy of current Integrated Manual for administrative purposes.
• Assists the administrative executives and their departments with clerical functions related to budgeting and monitoring of budgetary parameters.
• Initiates procedures for payment of various monthly administrative invoices.
• Maintains physical and virtual filing systems in an orderly fashion for efficient retrieval of information.
• Answers telephone and directs all incoming calls to appropriate party promptly or take messages.
• Greets visitors to Administration and directs / escorts them to appropriate area. Acts as a liaison between customers and the personnel in the administrative suite.
• Communicates and handles incoming and outgoing electronic and written communications on behalf of the administration as needed. This includes scheduled monthly letters, special memorandums and letters, as well as composed communications on behalf of the executives. Takes dictation and / or transcribe recorded dictation as needed.
• Reviews and summarizes reports and documents; prepares background documents and outgoing mail as necessary.
• Captures and documents meeting minutes.
• Communicate with outside clients and vendors for administrative executives as necessary.
• Helps and supports department level managers as needed.
• Corresponds with educational institutions and completes education affiliation contracts. Communicates with these schools regarding clinical education schedules.
• This position fills in for other executive assistants as necessary.

Benefit Highlights :

About Universal Health Services

One of the nation’s largest and most respected providers of hospital and healthcare services, Universal Health Services, Inc. (UHS) has built an impressive record of achievement and performance. Growing steadily since its inception into an esteemed Fortune corporation, annual revenues were $.8 billion in 4. UHS was again recognized as one of the World’s Most Admired Companies by Fortune; listed in Forbes ranking of America’s Largest Public Companies. Headquartered in King of Prussia, PA, UHS has approximately , employees and continues to grow through its subsidiaries. Operating acute care hospitals, behavioral health facilities, outpatient facilities and ambulatory care access points, an insurance offering, a physician network and various related services located all over the U.S. States, Washington, D.C., Puerto Rico and the United Kingdom.

Qualifications

Education, Training, Experience and Licenses / Registrations Required :

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as exhaustive of all responsibilities, duties, and skills required of personnel so classified.

Physical and Sensory Requirements :

Disclaimer

Northwest Texas Healthcare System, a subsidiary of UHS, is not accepting unsolicited assistance from search firms for this employment opportunity. Please, no phone calls or emails. All resumes submitted by search firms to any employee at UHS via-email, the Internet or in any form and / or method without a valid written search agreement in place for this position will be deemed the sole property of UHS. No fee will be paid in the event the candidate is hired by UHS as a result of the referral or through other means.