Position Title:
Experienced Executive Assistant - OU Health Executive Offices
Department:
Administration
Job Description:
The Experienced Executive Assistant supports the daily operations of two (2) Chief Executives through complex scheduling, communication management, and advanced administrative support. This role requires the ability to handle confidential information, manage projects, and interact effectively with senior leaders. The ideal candidate serves as a trusted problem solver, expert calendar manager, and key communication liaison between Chief Executives and both internal and external stakeholders.
General Description: Provide essential administrative support to OU Health Executives (Vice President or above) ensuring streamlined daily operations.
Essential Responsibilities:
- Maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizes appointments/meetings according to the topic and executive availability
- Handles sensitive/confidential information requiring high level of discretion and confidentiality.
- Acts as point of contact and welcomes guests by greeting them, answering, and/or directing inquiries.
- Prepares documents and outgoing communications as necessary.
- Completes, reviews, and processes expense reports, invoices, etc.
- Books travel arrangements, both domestic and international travel.
- Creates professional PowerPoint presentations and presentation materials from conceptual ideas
- Manages assigned projects to timely completion and prepares progress reports, as required
- Takes accurate minutes at assigned meetings, as requested
- Performs advanced administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc.
- Reviews, distributes, and responds to correspondence.
- Performs a variety of other administrative tasks including reporting and tracking information.
- Interacts with executives at all levels, as needed, in a timely and professional manner.
- Understands when to escalate issues and barriers to ability to complete work assignments.
- Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary.
- Coordinates ordering and distribution of supplies and handles problems concerning material received
- Assists with other clerical functions when needed
- Performs other duties as assigned
Minimum Qualifications:
Education: Bachelor’s degree required.
Experience: 3 – 5 years of Executive Administrative Assistant experience required.
License(s)/Certification(s)/Registration(s) Required:N/A
Knowledge, Skills and Abilities:
- General knowledge of office procedures and equipment.
- Must have a basic knowledge of the principles of accounting with basic arithmetic skills of multiplication, division and percentages.
- Good general written communication skills to include spelling, grammar and punctuation.
- Will need advanced interpersonal skills for interaction with employees, clients and customers.
- General computer skills with some spreadsheet knowledge.
- Ability to maintain and handle confidential information appropriately.
- Typing/keyboarding skills sufficient to meet the requirements of the position.
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OU Health is an equal opportunity employer. We offer a comprehensive benefits package, including PTO, 401(k), medical and dental plans, and many more. We know that a total benefits and compensation package, designed to meet your specific needs both inside and outside of the work environment, create peace of mind for you and your family.