Job Description

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Position Summary:

Under minimal supervision, the CEO Executive Assistant provides a wide variety of assistance to the President and CEO. Performs duties requiring expert level secretarial and administrative support skills to assist the President and CEO in assignments involving work of a confidential and/or complex nature and handling information of strategic importance. Acts as a liaison between the CEO, Medical School and other internal/external contacts ensuring questions and concerns are resolved in a timely manner while maintaining poise and patience. High level contacts require the use of considerable discretion, judgment, tact and diplomacy.

Performs all work independently and interacts with high level contacts in a professional and confident manner. Handles complex assignments and information/documents of the highest confidential nature.

Major Responsibilities:

• Arranges a wide variety of internal and external meetings, and activities for the President and CEO. Manages a complex office calendar, independently schedules and arranges for CEO's travel, attendance at conferences and national meetings, fundraising and community events. Must work effectively with administrative staff internally and externally to ensure appointments and travel are well orchestrated, itineraries are managed and materials needed for meetings are prepared in advance.
• Communicates with a wide a variety of senior executives and professional and community groups to exchange critical or sensitive information and expedite matters on behalf of the President and CEO. Assignments involve work of a complex and confidential nature, necessitating exposure to highly sensitive information, and requiring considerable discretion, judgment, tact and diplomacy.
• Answers and greets all callers and visitors and ensures referrals to other staff are complete. Opens, sorts and distributes mail. Responds to general inquiries independently and maintains a system of response and follow up.
• Provides a variety of administrative and secretarial responsibilities in support of the President and CEO's work on national, regional and local committees and boards. Prepares materials such as agendas and presentations. Collects information necessary for such meetings and committee work from other content experts within the system as well as administrative staff supporting other committee members.
• Acts as a point person for the executive office suite in areas such as facilities, equipment, organizational initiatives and any other efforts that affect staff across the entire administrative suite.
• Prepares both routine and non-routine correspondence from drafts. Edits material for grammar, spelling and format and high-quality presentation and style. Prepares high quality presentation graphics (using Power-Point or similar applications software).
• Establishes and maintains filing systems, resolves technology issues, maintains appropriate supplies, and suggests practices that improve the productivity of the office. Resolves matters independently and professionally.
• Coordinates specials projects as warranted for support of the CEO (e.g. special presentations, departmental policies, events, or reports, database maintenance etc.).
• May perform miscellaneous clerical duties, including collating, sorting, faxing, filing, screening emails, and distributing/retrieving documents and mail. Records and relays phone messages.
• Provides phone coverage and back-up assistance for other executive assistants or admins as required.
• May ensure basic set up and maintenance of office personal computers and associated equipment.
• Works with the Chief of Staff and the Department of Finance on the office budget, including but not limited to preparing, tracking invoices as well as developing the annual budget for the office.

Qualifications:

Required:

• Associate's degree (A.A/A.S.) or equivalent from two year college.

Preferred:

• Bachelor's degree.

Experience/Skills:

Required:

• Fifteen (15) years of related administrative /secretarial, preferably in a healthcare organization.
• Eight (8) years senior level executive administrative support experience.
• Ability to prioritize workload and multi-task. Excellent keyboarding skills, proficient in Microsoft products (Excel, Word, PowerPoint) and internet/ skills.
• Broad understanding of hospital policies and practices.
• Able to work independently, as well as providing direction and mentoring to other administrative assistants reporting to senior executives.
• Discretion, judgment, tact and diplomacy.
• Excellent communication skills both verbally and in writing.
• Superior customer service skills with the ability to network effectively.
• Proven project management skills.
• Demonstrated leadership experience.

Preferred:

• Additional applications software experience such as project management, scheduling, budgetary control.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

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