Executive Administrative Assistant - Shock Trauma

Provides administrative support to multiple faculty members as assigned, utilizing independent judgement to ensure efficient operation of department. Requires working knowledge of FPI Corporate/PA policies, practices and procedures. Performs administrative tasks, such as preparing correspondence, reports and memos, responding to and screening telephone calls. Collects, compiles, analyzes and displays complex information of a highly confidential nature. Performs special projects requiring advanced level of skill and knowledge. Must be experienced in making travel arrangements, talking to patients, working independently.  Must be familiar with zoom, Webex and be able to take minutes.  Must have some experience supervising lower level administrative staff in the same department; and other duties as assigned. 

Essential Functions

• Provides discreet and confidential coordination of sensitive FPI and Practice information.  Uses organizational knowledge and judgment to answer and resolve routine and non-routine inquiries; directs inquiries to appropriate resources in cases where personal contact with Executive is not necessary or appropriate.
• Maintains complex daily calendar(s) to ensure that Executive’s schedule and meetings are properly prioritized throughout the day given the changing business requirements. Utilizes knowledge of Executive’s critical functions to ensure schedule includes adequate time for completion of work.  Ensures that schedule reflects priorities and critical objectives and goals of FPI and practices. 
• Anticipates travel needs of executive and independently coordinates complex travel arrangements typically involving multiple changes and destinations’ based on an understanding of executive’s availability and obligations. Support executive with travel documentation, procedures, itineraries, etc.
• Performs duties related to specific FPI/Practice department which ensures the achievement of department operational goals. Anticipates executive and department needs and accomplishes responsibilities without direction.
• Develops and implements processes and procedures that proactively relieves executive of administrative detail, thus freeing executive to perform strategic duties. 
• Develops and maintains standard operating procedure manual to insure standardization and optimal operation of department.
• Provides an advanced level of assistance in managing and preparing expense accounts and budgets by utilizing appropriate software. Informs Executive of issues, problems, changes that affect budget.
• Manages and executes multiple assigned projects and priorities and initiates follow up to ensure timely achievement of assignments.

Education And/Or Experience

• Bachelor’s Degree preferred; and/or combination of education/experience
• Five years related office experience with at least 2 years providing advanced level of administrative support preferred
• Accurate typing and data entry skills
• Excellent organization and communication (oral and written) skills.  High level of proficiency of Microsoft Office Suite and software used by the department