Executive Assistant

Job Title: Executive Office Assistant

Job Location: Newark, DE

Job Duration: 8Weeks - 16 Weeks

Shift : M- F ; 7AM  - 4 PM (8 hours/day; 40 hrs / week)

General Description:

This request is to secure temporary administrative support to backfill a long-term and recurring leave of absence and ensure continuity of critical departmental operations. The temporary resource is needed to maintain essential functions, including meeting coordination and scheduling, timecard processing, accounts payable support, and other routine administrative responsibilities. In addition, this role provides vital support for key patient safety, quality improvement, and regulatory readiness initiatives that require ongoing coordination and follow-up.

PRIMARY FUNCTION: To provide administrative support to the Vice President, and staff as required. To coordinate the overall endeavors of the Department of in a professional and efficient manner ensuring confidentiality of all matters and exercises judgement and discretion in matters of significance.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Provides support to VP; attends meetings and takes and types minutes, composes agenda, drafts and types correspondence, schedules meetings, maintains up to date filing systems, screens incoming calls and takes accurate telephone messages.
Schedules and manages complex calendars and schedules
Anticipates VP’s needs and provides assistance to ensure manager is prepared for daily activities.
Research, compile and analyze information to support executive decision making.
Coordinates and leads special projects
Prepares comprehensive reports, presentations and other documents
Serves as a liaison between VP and other internal and external partners
Conducts research and provides briefings for meetings and events.
Applies independent judgement to prioritize and manage tasks in a fast-paced environment
Handles confidential and complex information with discretion.
Analyze administrative procedures and make recommendations for improvement.
Screens correspondence/mail, sorts and prioritizes, bringing items for immediate action to VP’s attention.
Provides assistance to the Department managerial staff to achieve pre-determined goals and objectives for the Department.
Greets visitors, ascertains nature of business, and escorts or directs visitors to appropriate individuals.
Schedules meetings including notifying attendees, reserving rooms, arranging meals and refreshments, equipment and other support materials.
Prepares requisitions and maintains supply inventory and materials, checks receipts for incoming materials, and processes invoices for payment.
Makes travel reservations, orders tickets, makes and confirms lodging and airline reservations, and prepares travel advance and expense reports.
Maintains time and attendance information for the department including timekeeping for payroll.
Audits and maintains monthly budget sheets for accuracy.
May supervise or provide guidance to other administrative staff within the department
Trains new staff members as needed.
Performs assigned work safely, adheres to safety rules and practices, and reports any unsafe activities, conditions, hazards or safety violations that may cause injury to oneself, other employees, patients and visitors.
Performs other related duties as directed.
SCOPE, PURPOSE, AND FREQUENCY OF CONTACTS: Frequent contact with departmental personnel, executive staff members, and other hospital employees to coordinate and disseminate departmental information and facilitate departmental operation.

DIRECTION/SUPERVISION OF OTHERS: None

DIRECTION/SUPERVISION RECEIVED: Vice President

EDUCATION AND EXPERIENCE REQUIREMENTS: High School diploma or equivalent required.

Completion of a program in secretarial science or related field preferred.
Four years clerical or secretarial experience.
KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS: Knowledge of business office practices.

Knowledge of clerical methods and techniques.
Proficient in Microsoft Office products – Word, Excel, PowerPoint, Outlook
Knowledge of office equipment and machines.
Knowledge of medical terminology
Knowledge of departmental policies, procedures, and operations.
Ability to plan, organize, and handle various tasks simultaneously.
Ability to use personal computer using word processing, spreadsheet and data base programs to enter, store, and retrieve information.
Ability to maintain confidential and sensitive information and materials.
Ability to interact effectively and maintain constructive working relationships.
Ability to establish and maintain departmental filing system.
Ability to work independently within established guidelines.
Ability to coordinate and implement changes in appointments and schedules.
Ability to exercise judgment, tact, and diplomacy.
Ability to type and transcribe accurately at 80 words per minute.
Skill in oral and written communication.
SPECIAL REQUIREMENTS: None

PHYSICAL DEMANDS: Frequent sitting for extended periods with intermittent standing, walking, bending, and light lifting and carrying. Frequent need for close visual attention in using a personal computer for extended periods. Reasonable accommodations may be made to enable a person with disabilities to perform the principal duties and responsibilities