Job Description

POSITION SUMMARY:

The Executive Administrative Assistant providing high-level administrative support to Company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.

ESSENTIAL FUNCTIONS:  

To perform this job, an individual must perform each essential function satisfactorily with or without a reasonable accommodation.

Provide high-level administrative assistance for all administrative procedures, tasks, and activities associated with executives.
Provide administrative support to one or more executives, often collaborating closely with their respective administrative support.
Manage executive calendars with attention to detail, accuracy, and appropriate time allocation.
Plan, host, and facilitate activities such as cross-team meetings, social gatherings, and conferences.
Perform general administrative activities such as greeting visitors, screening and directing phone calls, and escorting visitors.
Coordinate high-level meetings and offsite events including, but not limited to, scheduling, agenda creation, logistics, space plans and catering.
Copy, scan, file, and track a variety of business documents and conduct research on specialized topics as required.
Manage confidential business matter and communications.
Participate in meetings with executive leadership to plan the week ahead, providing information and deliverables to help executive be more productive, and reprioritize projects in the queue.
Make travel arrangements and reservations for leadership and/or senior managers.
Prioritize mail and respond to correspondence as appropriate, addressing more complex and/or urgent correspondence to leadership, gathering any additional information needed to respond.
Compose and type regular correspondence to include but not limited to invitations and informative material.
Serve as point of contact between executive leadership and employees or other stakeholders.
Create and prepare reports, presentations, documents, etc. based on general instructions and maintains relevant databases and related records.
Review presentation materials to ensure that the presenter can effectively deliver the presentation to the intended audience and distribute information and materials to the staff as required.
Provide statistical and budget reports to leadership as needed or requested.
Attend various executive meetings to keep pulse on business and help “connect dots” between others in the Company.
Greet and provide general support to visitors, vendors, callers, as well as internal staff from the Health Support Center (HSC) or facilities.
Develop, implement and improve office policies and procedures.
Manage various administrative or departmental projects, participate in gathering research and generate reports as needed, and notify project participants on timelines and completion dates.
Regular and reliable attendance.
Perform other duties as assigned.

Additional Information:

Position serves both internal co-workers and external customers, clients, patients, contractors, and vendors.

Access to and/or works with sensitive and/or confidential information.

Exhibit an understanding of healthcare regulatory and compliance (e.g., HIPAA).  Skilled in the application of policies and procedures. Knowledge of Business Office Standards and Recommended Practices.

SUPERVISORY RESPONSIBILITIES:

Not responsible for supervising employees.

Job Requirements

KNOWLEDGE, SKILLS & ABILITIES: 

The requirements listed below are representative of the knowledge, skills and/or abilities required.

Education: High School Diploma or GED equivalent; Associate’s Degree preferred. 

Experience: Minimum 7 years administrative experience.

Certifications: N/A

Licenses: N/A

Skills and Abilities:

Business Mathematical Skills -- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios, and percentages and to draw and interpret graphs.

Moderate Computer Skills – Frequent use of electronic mail, word processing, data entry, spreadsheets, graphics, etc. Ability to create, maintain and incorporate simple functions into documents, spreadsheets, databases, and presentations to support business objectives.

Moderate Communication – Regularly uses moderately complex oral and written skills. May train others in functional areas, interact with others and make presentations to department or middle management.

Routine Business Problems – Problems encountered are routine, somewhat repetitive and generally solved by following clear directions and procedures.

Job Specific Impact -- Decisions generally affect own job or assigned functional area.

Independent Judgement -- Results are defined; sets personal goals and determines how to achieve results with few or no guidelines to follow; supervisor/manager provides broad guidance and overall direction.

Project Planning/Organization – Handle multiple projects simultaneously including task delegation, project oversight, and resource allocation.

PHYSICAL AND MENTAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit for extended periods of time; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, bend, crouch or crawl; talk or hear; taste or smell.  The employee must occasionally lift and/or move up to 20 pounds.  Repetitive motion of upper body required for extended use of computer. Required specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT AND TRAVEL REQUIREMENTS:

Work environment characteristics described here are representative of those that an employee may encounter while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.

Works in well-lit, ventilated and climate controlled office environment with routine office equipment; some equipment has moving mechanical parts.

In hospital environment, may be exposed to hazards and unusual elements, which may include but are not limited to bloodborne pathogens and / or contagious illnesses, toxic chemicals, and biohazardous materials which may require extensive safety precautions and the use of protective equipment.

Noise level in the work environment is typical for an office and/or hospital environment.

Minimum overnight travel (up to 10%) by land and/or air.