Sr. Executive Assistant

Overview

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.

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.

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