Executive Assistant - Administration

At Children’s, the region’s only full-service pediatric healthcare center, our people make us the very best for kids. Come cultivate your passion, purpose and professional development in an environment of excellence and inclusion, where team members are supported and deeply valued. Opportunities for career growth abound as we grow our services and spaces, including the cutting-edge Hubbard Center for Children. Join our highly engaged, caring team—and join us in providing brighter, healthier tomorrows for the children we serve. Children's is committed to diversity and inclusion. We are an equal opportunity employer including veterans and people with disabilities.

A Brief Overview
Serve as the primary point of contact for the executive leadership in their area of focus, often responsible for acting on their behalf, with key stakeholders and partners, including the staff, physicians, Board, and partners

Essential Functions

• Assists with administrative support to include scheduling meetings and other administrative duties as assigned. Professionally deal with highly sensitive and confidential information. Possess very strong communications skills and experience and able to work in a fast-paced, deadline driven environment. 
• Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead the organization, including assisting with special projects, designing, and producing complex documents, reports, and presentations, collecting information for meetings, scheduling and maintaining calendars, coordinating travel arrangements, organizing and coordinating meetings, preparation of agendas and assisting with presentations. 
• Answer questions from all levels of the organization with precision, accuracy and with a sense of urgency. 
• Advise and provide input and guidance to the strategic use of the executive’s time. 
• Communicate and cooperate with all levels of employees and external contacts in a way that represents the company in a positive and professional manner. 
• Prioritize conflicting needs; handles matter quickly, proactively and follows through on projects to successful completion, often with deadline pressures. 
• Processes various invoices and reports. 
• Research and answer questions relating to company policies and procedures. 
• Assist with tracking department contracts ensuring they are in the organization’s database. 
• Track usage of executive VISA and reconcile monthly statements. Provide administrative support by providing strategic analysis and reports with results. 
• Perform a variety of communication functions including drafting broad communications, coordinate events, schedule meetings, and make travel arrangements, including international travel.

Education Qualifications

• Associate's Degree in related field. Equivalent work experience may substitute for education Required

Experience Qualifications

• Minimum of seven years administrative assistant experience required

Skills and Abilities

• Ability to deal professionally and effectively with employees at all levels in the organization, Board members and the public.
• Ability to use the computer and other modern technology found in the health system environment.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms.
• Very strong interpersonal skills and the ability to build relationships with key stakeholders.
• Strong organizational skills and the ability to manage multiple tasks and projects simultaneously such as meetings, coordinating events, maintaining projects, etc.
• Ability to be confident in decision making and problem solving.
• Ability to understand and work in a dynamic environment.
• Strong detail orientation.
• Ability to draft, proofread, and edit documents and written communications.
• Maintain a strong professional demeanor as well as enthusiasm in representing Children’s goals and objectives.
• Always manage and maintain confidential information.
• Multi-task oriented and prioritizes work.

Licenses and Certifications

• A valid driver’s license may be Required

Children’s is the very best for kids and the very best for your career! At Children’s, we put YOU first so together, we can improve the life of every child!