Executive Assistant

Mandatory Requirements:

1. Minimum of Three (3) years of experience as an Executive Assistant supporting C-Suite executives, demonstrating progressively more responsible roles with high proficiency in Microsoft Office applications (Word, Excel, Access, and PowerPoint).
2. Prior experience managing a calendar
3. Project management experience

Preferred Additional Experience:

1. 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

Job Description:

Position: Executive Assistant
Department: Strategic Plan
Schedule: Full Time

Essential Responsibilities/Duties:

• Provide executive administrative support to a Department Chair, Executive Director, or Vice President and other department senior leaders.
• Schedule appointments, meetings, take meeting notes, follow up on meeting-generated tasks, and prepare documents and slides using PowerPoint, Excel, and Microsoft Word.
• Compose high-level correspondence and memoranda independently with professional quality.
• Analyze, categorize, prioritize, and distribute mail; may initiate responses for Chiefs review and/or complete and send out responses on his/her behalf.
• Maintain Chiefs calendar, coordinate vacation, schedule meetings, and appointments with attention to preventing scheduling conflicts.
• Make registration and travel arrangements; make hotel reservations; provide written itineraries for all travel plans.
• Schedule meetings, track responses, coordinate audio-visual and technology requirements, order catering services, etc., as needed.
• Prepare information packages for meetings and distribute; take and prepare minutes of meetings, as required.
• Follow up with managers to ensure adherence to project and task deadlines.
• Manage invoices and accounts payable for the department; manage subscriptions; assist with monitoring departmental budget and account balances.
• Monitor and maintain inventory of office supplies and equipment; purchase supplies as needed and stay within the established budget.
• Evaluate, develop, and revise administrative systems to improve efficiency.
• Handle telephone calls professionally, determine the nature of all calls, and initiate appropriate disposition.
• Create reports, spreadsheets, charts, presentations, or other correspondence as requested.
• Perform office-related duties such as maintaining departmental files, manuals, and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying, collating materials, maintaining the update of policy manuals, etc.
• Deal discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
• Act as a liaison with external customers to ensure efficient communications.
• Conduct online and other types of research.
• Perform other duties as assigned or as necessary.

Job Requirements:

Education:

• Bachelors Degree in a related field is required, or a combination of additional experience and training will be considered.

Experience:

• Minimum of Three (3) years of experience as an Executive Assistant supporting C-Suite executives, demonstrating progressively more responsible roles with high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
• 1-2 years of professional work experience with project management, data management, policy research, non-profit fundraising, or related experience is highly preferred.

Knowledge and Skills:

• Excellent communication skills and diplomacy to interact effectively with external contacts and hospital staff.
• Exceptional organizational skills to multitask, prioritize, meet deadlines, and schedules; ability to keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).