Executive Assistant

GENERAL SUMMARY:

The Executive Assistant performs diversified secretarial, clerical and secondary administrative duties and responsibilities, which includes proactively anticipating the needs and assisting Executives in planning and completing special projects and routine communication tasks. This person is expected to exercise initiative in planning, coordinating, and completing routine matters. Executive assistants demonstrate considerable judgment in communicating with other departmental executives, employees, and the public regarding internal and external organizational issues and projects.

PRINCIPAL JOB FUNCTIONS:

1. *Commits to the mission, vision, beliefs and consistently demonstrates our core values.

2. *Schedules, modifies and communicates Executive's appointments; responds to telephone callers and provides information regarding Executive's schedule, project progress or related activities; greets incoming visitors, ascertains the nature of business and conducts visitors to appropriate person or provides assistance as appropriate; takes complete and accurate messages and relays messages to appropriate personnel in a timely manner.

3. Frequently reviews the executive's appointments and proactively works to create a "smooth" schedule for the executive in accordance with pre-established guidelines, priorities and directives. This will involve working actively with other assistants and management throughout the organization and outside the organization.

4. *Sorts and routes incoming mail; transcribes, edits, composes, types, reproduces and distributes correspondence, reports, memoranda and minutes.

5. *Maintains Executive appointment calendar; coordinates travel schedule and arrangements; schedules all aspects of meetings, including other management staff schedules, rooms and catering requests.

6. *With input, develops and modifies PowerPoint and other relevant documents for administrative use.

7. *Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.

8. *Compiles/processes/distributes statistical and financial data/reports.

9. *Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks and coordinate final report mechanisms.

10. Enhances professional growth and development through in-service training, educational programs and conferences.

11. Performs other related projects and duties as assigned.

Essential Job functions are marked with an asterisk *.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of modern office practices, principles and methods.

2. Knowledge of computer hardware equipment and software applications relevant to work functions.

3. Skill in the development and modification of PowerPoint and electronic presentation materials.

4. Ability to communicate effectively both verbally and in writing in the English language.

5. Ability to exercise initiative and considerable judgment in answering inquires and referring to other organizational or community resources.

6. Ability to translate notes into accurate, comprehensive minutes.

7. Ability to maintain confidentiality relevant to sensitive information.

8. Ability to organize and prioritize work efficiently and under timed or demanding conditions.

9. Ability to establish and maintain effective working relationships with all levels of personnel, medical staff, volunteer and ancillary departments.

10. Ability to maintain extensive filing and record systems.

11. Demonstrated skills in Microsoft Office applications at a minimum of an intermediate level. Knowledge of and expertise with other software such as One Note, Visio, Prezi and Publisher is strongly preferred.

12. Ability to work a flexible schedule when needed.

13. Ability to diagram processes in a flowchart.

14. Ability to maintain regular and punctual attendance.

EDUCATION AND EXPERIENCE:

Graduation from High School or equivalency supplemented by two years of college or business school experience in a work-related field required. Minimum of four years experience performing administrative secretarial functions required.

OTHER CREDENTIALS / CERTIFICATIONS:

Notary

PHYSICAL REQUIREMENTS:

(Physical Requirements are based on federal criteria and assigned by Human Resources upon review of the Principal Job Functions.)

(DOT) Characterized as sedentary work requiring exertion up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.