EXECUTIVE ASSISTANT IN EXECUTIVE ADMINISTRATION FULL-TIME DAYS

REQUIRED LEADERSHIP COMPETENCIES 1. Communication : Strong written and verbal skills.

2. Professional Development : Remains professionally current with advances in field of expertise.

3. Staff Development : Completes mandated education.

4. Customer Service Management : Incorporates the Medical Center's Customer Service goals in all

activities. Maintains confidentiality of all sensitive information.

JOB FUNCTIONS

• Manages complex calendars and coordinates executive-level meeting for Senior Executives by prioritizing appointments; and providing them with relevant support material in a timely manner.
• Screens mail for Senior Executives, ensuring that priority mail is delivered to them promptly; route mail to appropriately as required; and prepare responses for the Senior Executive's signature or responds directly, as appropriate.
• Screens telephone calls for Senior Executives; handle or forwards calls not requiring their attention; transfers only priority calls to Senior Executives.
• Provides administrative support to Senior Executives, resolving issues not requiring their direct attention; acts as liaison between the Senior Executive and hospital departments.
• Communicates effectively with internal and external stakeholders.
• Prepares agendas and information packets for the Senior Executive meetings, ensures they are distributed in a timely manner; records the minutes of these meetings and distributes to appropriate individuals.
• Ensures adequate administrative and clerical coverage in the Senior Executives Office by coordinating the vacation and holiday schedules of secretarial staff and requesting temporary agency help as needed; has overall responsibility for maintaining employee attendance records (including vacation time, sick days); processes timecards and time sheets for department employees.
• Prepares purchase orders, requisitions, check requests for the office of Senior Executives.
• Arranges meetings and conferences (e.g., schedules speakers and arranges to have them paid, reserves meeting space, makes catering arrangements.)
• Customer Service : respect, flexibility, knowledge, confidence, professionalism, pleasant attitude, patience, and helpfulness. All responses should be timely, professional, caring, and respectful in accordance with Customer Service Performance expectations
• Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental, and infection control standards. Assesses gaps in policies and procedures and create necessary policies and procedures to fulfill these gaps.
• Understands and adheres to the Medical Center's Code of Conduct.
• Familiar with the Medical Center's Mission, Vision, and Values Statements.

OTHER JOB DUTIES

BASIC COMPETENCIES

Education :

High School or a bachelor's degree from an accredited U.S. college a plus

Experience :

Minimum of four or more years' experience providing administrative support to a Senior Executive. Legal and / or Human Resources experience a plus, but not necessary.

Skills :

Skilled at Microsoft Office

Ability to plan and utilize time management skills.

Good organizational skills

Excellent oral and written communication skills.

Good interpersonal skills.

JOB SETTING / PHYSICAL DEMANDS

Senior Executives and all areas of the Medical Center; contact with staff, outside agencies.

Somewhat sedentary, but mobility required.

Equal Opportunity Employer

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