Executive Assistant Senior

Duties and Responsibilities

Essential Functions:

• Provides advanced and confidential administrative support to assigned Senior Vice Presidents with a high level of professionalism, discretion, and attention to detail.
• Pro-actively manages and optimizes multiple Senior Vice Presidents' daily appointment calendars including coordination of internal and external meetings, conferences, and events while using critical independent judgement to proactively anticipate scheduling conflicts, resolves issues to maintain efficiency, ensures Executives are appropriately prepared, and ensures Executives smoothly move throughout the day and stay on schedule.
• Accurately coordinates travel and lodging arrangements as required.
• Collects and prepares information for the Senior Vice President's use in discussions and meetings.
• Takes a proactive role in drafting agendas, timelines, PowerPoint presentations and other materials for Executives.
• Performs special assignments and projects as requested by the Senior Vice Presidents.
• Supports confidential discussions, emails, and meetings with effectively organized and well-maintained documents/records.
• Conducts research and compiles information as needed for the Senior Vice Presidents decision-making and strategic planning.
• Exercises sound judgment in decision-making and provides solutions to problems as they arise.
• Serves as mentor and role model to the Executive Assistants and new Senior Executive Assistants.
• Actively participates as a member of the WellSpan Executive Services Network to develop best practices, standard work, and goals to ensure the team can Work As One across the organization to deliver highly effective, efficient, and seamless executive support across WellSpan.
• Proactively learns technologies and becomes expert (e.g. MicroSoft suite, Oracle, PowerBI, social media tools, INET, etc.) and fosters effective adoption of leading-edge tools across the entire Executive Team and WellSpan Executive Services Network.

Common Expectations:

• Schedules, coordinates and/or arranges meetings, appointments and/or facilities. Attends meetings, takes notes, and ensures follow up, as required.
• Compiles data and prepares regularly scheduled or special reports, analyses, and statements.
• Composes letters, memoranda, and presentations from written or verbal direction, or from knowledge of appropriate policy or procedures.
• Types memorandums, policies, committee minutes, manuals, letters, forms, procedures, and other materials as directed, initiating other documents and correspondence as appropriate.
• Partners with Executive/Senior Vice Presidents to proactively manage all levels of communication, including phone calls, emails, etc.
• Maintains confidential documentation including, but not limited to, emails and electronic files.
• Maintains established policies and procedures, objectives, quality assessments and safety standards.
• Maintains professional growth and development.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.