Sr. Executive Assistant

Job Description

Sr. Executive Assistant – (2600008R)

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. The role requires a highly responsible and confidential nature, working independently with minimal guidance. Responsibilities may include communication and coordination with all levels of internal and external customers, receiving and screening calls, correspondence and/or visitors, making travel and meeting arrangements, preparing correspondence, complex documents and reports, and overseeing and guiding the work of others.

• Responsible for scheduling appointments and arranging meetings, conferences and travel; ensuring 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.

• Serve as a liaison to other executives, assistants, internal and external customers.
• 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.

• 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.

• 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.

• 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 take 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.

• 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.

• Partner in the mission and uphold core principles of the organization.
• Committed to diversity and recognize value of cultural ethnic differences.
• Demonstrate personal and professional integrity.
• Maintain confidentiality at all times.

• Anticipate and respond to customer needs; follow up until needs are met.

• Demonstrate collaborative and respectful behavior.
• Partner with all team members to achieve goals.
• Receptive to others’ ideas and opinions.

• Contribute to a positive…