Assistant to System Senior Vice President

Summary:

Reporting directly to a Senior Vice President, the Assistant to the SVP provides highly confidential, diverse C-level executive administrative, operational, and organizational support. The Assistant manages and coordinates the various entities' day-to-day strategic operations and uses a high degree of discretion and professionalism always required. The Assistant to the SVP is the primary point of contact for internal and external constituencies on all confidential and highly sensitive matters pertaining to the Office. The Assistant is expected to function autonomously and work independently on complex projects, board-related presentations, and diversified assignments from conception to completion.

Responsibilities:

• Meets expectations of the applicable OneCHRISTUS Competencies: Leader of Self.
• Maintains confidentiality and excellent judgment in all aspects of administration and while respecting the Mission, Vision, and Values of CHRISTUS Health.
• Prepares correspondence, reports, presentations, and meeting agendas for the SVP. Organizes materials, gathering background and supporting materials for meetings, work projects, and reports, and disseminates them as appropriate.
• Coordinates and prioritizes flow of work and acts independently in handling and/or directing incoming and outgoing communications, including emails and posted materials; maintains files appropriate to Office operations, including records and files related to material of a highly confidential nature, ensuring compliance as per the CHRISTUS Health retention of records policy.
• Serves as project manager, coordinating multiple parallel team projects, both incoming and outgoing and regular and ad-hoc, which may range from departmental to multi-disciplinary/cross-functional team or enterprise-wide projects and initiatives, performing actions to keep a project running smoothly, such as records keeping, resource coordination, scheduling, and ensuring compliance with and pertinent policies and regulations.
• Manages own projects as assigned by the C-level executive, with responsibility for meeting deadlines. Projects may require data analysis and multi-organization/region/entity coordination.
• Serves as purchasing agent for team supplies, special orders, minor equipment, and other items as needed. Maintains the par level and order of the supply repository. As warranted, may evaluate new office products, software applications, etc., and assess potential vendors for specific office management/operational needs.
• Receives, screens, and manages telephone calls, ascertaining callers’ needs. As appropriate, research inquiries and provide responses or refer inquiries to the appropriate Associate.
• Collaborates with CHRISTUS Talent Acquisition to onboard new Associates directly reporting to the SVP and/or additional Associates, as directed by the SVP. This includes assuring equipment is available, applications and software needs are met, and coordinating onboarding meetings as appropriate.
• Discover and implement new and efficient methods to develop and sustain systems and processes that optimize executives’ time. These may include weekly reporting, goal setting, and team meetings.
• Manages the flow and keeps track of invoices; supports coding, obtains approvals, and interacts with Finance/Accounts Payable to ensure payments are made accurately and in a timely manner.
• Maintains professional and technical knowledge by attending educational programs, considering CEU needs for certification, reviewing professional publications, establishing personal networks, and participating in professional associations.
• Networks with C-level administrative professionals' enterprise-wide to share best practices and knowledge of current system applications and processes and build a collaborative environment to support the Ministry.
• Provides backup coverage for other C-level administrative professionals by supporting designated C-level executives in their absence.

Job Requirements:

Education/Skills
• Bachelor’s degree or equivalent experience required.
• Excellent organizational, interpersonal, and executive assistant skills.
• Advanced in all Microsoft Office products: Word, PowerPoint, and Excel

Experience
• 7+ years of experience supporting C-Level Executives, preferably in a healthcare system.

Licenses, Registrations, or Certifications
• Certified Administrative Professional (CAP) certification is preferred.
• Professional Administrative Certification of Excellence (PACE) is preferred.