Executive Administrative Assistant

High school diploma

3–5 years of Executive Administrative Assistant experience required

Current State driver’s license with acceptable driving record  

Negative DOT drug screen  

Considerable knowledge and ability to use Microsoft Office Suite   
Word, Excel, PowerPoint, Outlook, and Teams   

Advanced verbal and written communication skills   

Effective people skills   

Ability to plan and organize departmental/division workload. 

·        Maintains executive calendars by scheduling meetings and conference calls, anticipating needs, and prioritizing appointments based on topic and availability.

·        Manages sensitive and confidential information with an important level of discretion.

·        Serves as a point of contact by greeting guests and answering or directing inquiries.

·        Prepare documents and outgoing communications as needed.

·        Completes, reviews, and processes expense reports and invoices.

·        Coordinates all travel arrangements.

·        Creates professional Word, Excel, and PowerPoint reports and presentations for the Board.

·        Manages assigned projects to completion and prepares progress reports as required.

·        Performs advanced administrative duties such as preparing memos, scheduling, and answering phone calls.

·        Reviews, distributes, and responds to correspondence.

·        Performs various administrative tasks, including reporting and information tracking.

·        Interact with all employees in a timely and professional manner.

·        Recognizes when to escalate issues or barriers that may affect work completion.

·        Maintains departmental policies, procedures, and reports as needed.

·        Coordinates and prints materials for meetings, training sessions, and other organizational activities.

·        Maintains and updates databases as needed.

·        Coordinates incoming and outgoing mail, including courier services, postage, and interoffice distribution.

·        Provides meeting support as needed, including reserving conference rooms, coordinating food, planning, taking notes, and completing Board meeting minutes.

·        Maintains employee and patient confidentiality.

·        Adheres to all company policies and procedures.

·        Performs other duties as assigned.

·        Assists with other clerical functions as needed.