About this role
Sr. Executive Assistant - (2600008R)
Description
The Senior Executive Assistant performs a wide range of high level administrative and secretarial responsibilities to support the Executive Vice President in a challenging and fast-paced work environment. Perform duties of a highly responsible and confidential nature. Work independently with minimal guidance. Responsibilities may include communication and coordination with all levels of internal and external customers, receive and screen calls, correspondence and/or visitors, make travel and meeting arrangements, prepare correspondence, complex documents and reports. May oversee and guide the work of others.Qualifications
Minimum Education
Bachelor's Degree (Required)
Minimum Work Experience
5 years Related administrative or secretarial experience, preferably in a challenging and fast-paced environment (Required)
Required Skills/Knowledge
Demonstrate proven ability to analyze and interpret data, prepare complex reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of large, multi-disciplinary meetings, and organize files and correspondence.
Functional Accountabilities
Administrative and Secretarial
- Responsible to schedule appointments and arrange meetings, conferences and travel; ensure the executive’s knowledge of schedule 24 hours in advance; may create meeting agendas, sit in meetings and take minutes.
- Organize and maintain the executive’s correspondence and records, follow up on pending matters with limited direction and provide feedback in a timely manner .
- Facilitate and expedite workflow within the executive’s scope of oversight; initiate follow-up action as needed.
- Research a wide variety of information requests independently; analyze and interpret data from a variety of sources, and prepare trends and status reports for the executive.
- May perform some Office Manager duties.
Communication
- Serve as a liaison to other executives, assistants, internal and external customers.
- Communicate and/or coordinate the executive’s instructions and desires with various individuals and/or departments/divisions; furnish and obtain information from others as needed.
- Receive and screen calls, correspondence, and/or visitors for the executive.
- Answer routine inquiries, and obtain/furnish information to save the executive’s time.
Office Technology
- Organize and prepare complex documents requiring the integration of multiple office technology and software applications.
- Integrate varying software and learn new computer applications to meet unique work needs and improve productivity .
- May serve as a resource to others on a variety of subjects to include office equipment, software applications, and information processing procedures.
Project Management/ Coordination
- Prioritize and manage/coordinate project(s), and follow through on issues in a timely manner.
- Delegate tasks to lower level staff as needed.
- May oversee and guide the workflow of lower level staff.
Safety
- Speak up when team members appear to exhibit unsafe behavior or performance
- Continuously validate and verify information needed for decision making or documentation
- Stop in the face of uncertainty and takes time to resolve the situation
- Demonstrate accurate, clear and timely verbal and written communication
- Actively promote safety for patients, families, visitors and co-workers
- Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance
Organizational Accountabilities
Budgeting and Planning
- Assist in the formulation of budget, business planning, and related planning functions.
- Help track the overall budget for the executive by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.
- May process invoices, reimbursements and other payments.
Organizational Commitment/Identification
- Partner in the mission and upholds the core principles of the organization
- Committed to diversity and recognizes value of cultural ethnic differences
- Demonstrate personal and professional integrity
- Maintain confidentiality at all times
Customer Service
- Anticipate and responds to customer needs; follows up until needs are met
Teamwork/Communication
- Demonstrate collaborative and respectful behavior
- Partner with all team members to achieve goals
- Receptive to others’ ideas and opinions
Performance Improvement/Problem-solving
- Contribute to a positive work environment
- Demonstrate flexibility and willingness to change
- Identify opportunities to improve clinical and administrative processes
- Make appropriate decisions, using sound judgment
Cost Management/Financial Responsibility
- Use resources efficiently
- Search for less costly ways of doing things