Executive Assistant

Performs a broad range of administrative / secretarial support functions for a Chief of Information Technology. Assists with the preparation of documents and presentations for board meetings and other executive report development. Projects or assignments may range from small to medium in scope and complexity.

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Essential Duties and Responsibilities

• Provide assistance by performing administrative duties to ensure efficient office operations. Provides a bridge for smooth communications with the executive office as well as with all other departments within AH.
• Perform word processing and desktop publishing to include presentations, spreadsheet and graphs, transcribe information of a sensitive nature; may be required to take meeting and / or conference call minutes.
• Manage an extremely active calendar of appointments, complete expense reports, prepare correspondence that is sometimes highly confidential; may plan itineraries, agendas and events, as well as coordinate travel arrangements.
• Review and edit material to ensure accuracy, neatness, correct punctuation and grammar; recommend changes to improve readability and clarity.
• Research, compile and summarize information to formulate correspondence (emails and / or letters) and respond to various inquiries from internal and external customers.
• Screen mail and callers, respond to and route inquiries to appropriate personnel, prioritize importance of various issues and determine which major issues should be brought to the attention of the department head and / or department members.
• Actively promote and ensure clear communication within the department and determine the most effective and efficient method of disseminating internal and external communications.
• Manage and coordinate projects to ensure high quality results within given timeframes.

Education / Experience

Bachelor’s degree in a related field with five to seven years of related experience or equivalent combination of education and / or experience required. Previous experience supporting a key executive is a plus. Work requires demonstrated proficiency of current office technology and software application(s) such as MS PowerPoint, MS Excel, and demonstrated use of such technology / applications on a regular basis.

Knowledge & Skill Requirements

Excellent written and oral communication skills are required. Must be able to interface comfortably and professionally with all levels of employees and executives. Experience handling confidential matters with discretion and tact. Requires deep functional knowledge of corporate operations. Ability to fully execute assignments with a high degree of accuracy and exercise good judgement in a variety of situations. Accuracy is required in performing all functions of this position.

Working Conditions

Works in an office environment. May require frequent bending, stooping, reaching and prolonged sitting and / or standing. May require regular lifting usually not exceeding 20 lbs. Some travel may be required.

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