Executive Assistant

Overview

Function in a team environment to manage and coordinate the calendars for executive level directors and chief nursing officer/vice president (CNO/VP) including significant meeting support and follow up, project management, participation in large events, organization of recruitment and onboarding of new directors and nurse managers, and management of competing and complex priorities. Work in a supportive team environment to manage workflow priorities.

• Manages complex scheduling priorities and coordinates day-to-day activities for executives.
• Advises executives of commitments and obligations.
• Arranges group and individual meetings with hospital and university officials, other area health care providers, physicians and nurses, consultants, etc.
• Reviews and sorts incoming mail for executives. Determines disposition of written communications.
• Research information required for directors projects, prepare and design documents for PowerPoint presentations.

• Provide support to committees including organization, production of minutes and follow up on related projects.
• Committee Support, Retreats and Special Projects:
  Responsible for arrangements of various special activities/events such as workshops, retreats, dinners, monitoring of travel accounts, and conferences with follow up as assigned.
• Track and maintain approved nurse staffing plans in departmental, organizational, and state databases.
• Transcribe dictation of confidential, technical and/or legal nature and transcribe notes from meetings and conferences.

• Provide recruitment support for positions that report to directors and CNO/VP, including arranging interview process, scheduling, travel, relocation and onboarding for new employees.
• Processes Personnel Action (PA), new hire (ePAR), and other HRE action requests.
• Processes access requests for new employees as appropriate.

• Composes, edits and proofs correspondence and other documents for approval of the directors and CNO/VP.
• Support Nursing Administration’s financial, operational, and administrative processes (i.e., P-Card, Oracle, disbursements/ honorariums, payments, etc.).
• Prepares and types reports, proposals, etc., often dealing with material that is of a sensitive and confidential nature.
• Prepares and processes necessary paperwork for travel and conference arrangements, personnel changes, contracts, disbursements, supplies and services.
• Works cooperatively and in collaboration with other executive support staff to perform various office duties/projects as assigned and coordinate workflows of shared projects.
• General support such as answering main telephone line, distributing mail, maintaining attendance/payroll forms for work unit.
• Provides backup administrative support for other directors and executives during vacations and emergencies.
• Maintain department technology inventory and onboarding setup (phone, computer, email, copy codes, etc.).
• Attend mandatory ITC group monthly meetings and update department as needed.

• Four years clerical/secretarial experience, which includes one year of work for a senior level executive utilizing highly developed organizational skills; OR
• Associates Degree or certificate in office occupations or office technology and three years of secretarial experience OR
• A Bachelor's degree and two years of secretarial experience.
• One year of full time work or equivalent must have been working for senior management utilizing highly developed organizational skills at the full performance level.
• Courses or training in office occupations or office technology may be substituted for up to one year of the clerical/secretarial experience.
• Advanced level skills in all Microsoft Office applications, including Publisher, Excel, Power Point, Word and Visio.
• Demonstrated experience with computerized scheduling (Outlook or equivalent).
• Schedule flexibility within the hours of 7am-6pm Monday-Friday.
• Skill in exercising tact and good judgment.
• Ability to interact effectively with all levels of…