Executive Assistant

SUMMARY

Provides executive level support to the President of Bradley Hospital by researching, planning, integrating and implementing assignments related to the executive's role and responsibilities. Gathers, organizes, analyzes and summarizes or prepares for presentation various sets of information obtained from multiple sources and via a variety of means requiring extensive knowledge of the President's administrative role, corporate goals and business objectives. Attends to and affirmatively assists directors, staff, public officials and others in contacts with the Office of the President.

Attends various meetings as assigned to obtain or record information and observe evolution of plans; may be designated recording secretary responsible for writing and distributing minutes, agenda, summary reports and the like.

Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

• Instill Trust and Value Differences
• Patient and Community Focus and Collaborate

Assignments vary depending upon organizational priorities, plans and objectives as defined and approved by the President and Board of Directors. Conveys directives from the President both internally and externally to the hospital, pursuant to the discharge of the President's duties and help ensure prompt and satisfactory cooperation with those directives by staff.

Assists President in work planning and time management by identifying and anticipating priorities, commitments, appointments and time requirements of the President's pending assignments. Independently organizes and completes own work in patterns and sequences responsive to multiple deadlines. Manages work schedule and calendar of appointments so as to contribute to efficient office operations. Occasionally, there will be an expectation that this work will occur beyond regular work hours.

Edits written communications for spelling, grammar, syntax and effectiveness of content considering intended audience. Uses standard desktop applications to prepare and organize various documents-in-progress and to facilitate final production of same. Completes various assignments in signature-ready final form.

Organizes and maintains record-keeping and other office systems to ensure appropriate security, access to and efficient retrieval of documents and materials, often handling or processing information highly sensitive or confidential in nature. Coordinates flow of incoming/outgoing documents and materials in the Office of the President, classifying, sorting and prioritizing same as needed. Retrieves documents; summarizes status; drafts anticipated responses. Tracks and prepares payroll for Executive approval.

Develops supportive liaisons with Directors, anticipating or responding to requests for services or personal involvement of chief executive. Provides support and guidance to secretarial staff within the administrative area, when needed. Hospital Special Events:
Provides support, plans and helps coordinate arrangements, handles registration, etc. (as needed); e.g., Bradley Hospital Foundation Meeting.

Receives, screens and prioritizes visitors and telephone calls, determining those to be handled by other executives of offices and responding to inquiries as appropriate. Regularly engages in a variety of contacts outside Brown University Health in order to obtain or exchange information, arrange meetings and so forth, often dealing with individuals influential or important to Brown University Health.

Takes and composes minutes of various meetings at the President’s request, and after review and approval of the meeting leader, will distribute as appropriate.

May oversee payroll entry and management of several clinicians and other employees as designated by the President.

Directs and oversees the onboarding/orientation of volunteers to Bradley Hospital—working closely with various departments engaged in these related activities.

BASIC KNOWLEDGE:
The incumbent must have a professional level of knowledge of management, financial systems and corporate organization normally acquired in a baccalaureate program in business or healthcare administration, management or related field.
Keen analytical and organizational skills to effectively conceptualize, prioritize and coordinate implementation of concurrent administrative assignments, action plans and the like, most often working from general and broad directions and under multiple deadlines.
Requires stellar critical thinking skills as well as independent judgment and the ability to execute all assignments flawlessly in a high-pressure environment.
Excellent communication skills both oral and written as well as proficient keyboard and personal computer skills for word‑processing, database, spreadsheet and presentation applications.

The…