Senior Administrative Assistant, Executive Support
SPHS Administration/Executive
The Senior Administrative Assistant, Executive Support will:
- Manage executive calendars: coordinate and schedule appointments, meetings, and events for senior executives, ensuring efficient use of their time.
- Prepare and distribute correspondence: compose and proofread emails, memos, reports, and other documents on behalf of senior executives, ensuring accuracy and professionalism.
- Act as a point of contact: answer and screen phone calls, take messages, and respond to inquiries on behalf of senior executives.
- Organize travel arrangements: make travel arrangements including booking flights, hotel accommodations, and transportation for senior executives, ensuring smooth and hassle-free travel experiences.
- Coordinate meetings and special events: arrange logistics for meetings and special events including reserving meeting rooms, setting up audiovisual equipment, remote access, and coordinating catering, as needed.
- Attend committee meetings, prepare/finalize meeting minutes as required.
- Manage sensitive and confidential information: manage confidential and sensitive information and documents with utmost discretion and always maintain confidentiality.
- Provide administrative support: assist with general administrative tasks such as filing, organizing, maintaining/archiving records, managing office supplies, and coordinating office equipment maintenance and repairs.
- Accept receipts and invoices for expenditures for authorization; reconciles expenses and prepare vouchers for payment.
- Coordinate projects and initiatives: assist with the planning, coordination, and implementation of special projects and initiatives as assigned by senior executives.
- Liaise with internal and external stakeholders: Interact professionally and effectively with internal team members, external clients, patients, and physicians, ensuring a positive and professional image of the organization.
- Conduct research, gather data, and prepare reports and presentations to support senior executives in making informed decisions.
Requirements:
- Associate degree and/or equivalent experience; 4-year degree preferred.
- Proven experience as a senior administrative assistant or in a similar role, preferably in a senior-level or executive support position in a healthcare setting. Minimum 5 years’ experience preferred.
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively and meet deadlines.
- Strong attention to detail, with the ability to maintain accuracy while managing multiple tasks simultaneously.
- Exceptional written and verbal communication skills, with the ability to compose professional correspondence and communicate effectively with various stakeholders.
- Proficiency in using MS Office Suite (Word, Excel, PowerPoint, Outlook), cloud storage software, policy management software, and KRONOS (or similar) payroll software.
- Strong problem-solving skills, with the ability to anticipate and address potential challenges proactively.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong interpersonal skills, with the ability to build and maintain positive relationships with colleagues and stakeholders at all levels.
- Excellent teamwork and collaboration skills, with the ability to work effectively both independently and as part of a team.
- Flexibility and adaptability to changing priorities and situations.
- Strong decision-making and critical-thinking skills, with the ability to analyze information and make sound judgments.
Schedule: Monday - Friday
Grade 119