Executive Assistant

Position Summary

This Executive Assistant provides a high level of administrative support in the area of calendar management, written and verbal communications, meeting coordination, file management, purchase orders, payment requests and capital budget requests, contract management and administrative policy management.  This position requires a strong degree of initiative, adaptability, skill and sensitivity to sometimes highly sensitive confidential matters. In office and remote work schedule.

Reporting Structure:

• Reports to: Executive Vice President, Chief Operating Officer and Senior Vice President of Corporate Services/ Chief Human Resources Officer

Responsibilities

• Completes a broad variety of administrative tasks including managing extremely active calendars of appointments; coordinates, and ensures executive schedules and plans are followed and respected; keeps them well informed of upcoming commitments and responsibilities, follows up appropriately, composes and prepares correspondence and other documents that are sometimes confidential.

• Proactively researches, prioritizes and follows up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on assignments and projects to successful completion, often with deadline pressures.

• Prepares meeting notices, drafts agendas, coordinates the preparation of all meeting materials, including reports and presentations. Attends meetings, takes minutes and transcribes them generally within 48 hours.   Responsible for follow-up of decisions made by the Committee (i.e. Leadership Forum,  Enterprise Risk Management and Community Health committees)

• Prepares payment requests, purchase orders and manages capital budget requests

• Provides administrative support for the contract management process (i.e.scans contracts and supporting documentation, runs regular reports, serves as a resource for super users for other users)

• Provides administrative support for the policy management system (i.e. editing and formatting, running regular reports)

• Greets visitors, screens and direct calls

• Maintains filing systems

• Develops and maintains Administrator on-call schedule

• Works collaboratively and provides back-up support to other executives and their assistants as needed

• Performs other administrative duties as assigned

Qualifications

• Minimum Education:

  • Required:

    • Associate’s degree in Office Administration or related field

  • Preferred:

• Bachelor’s Degree in Business Administration or related field

•  Minimum Years of Experience (Amount, Type and Variation):

  • Required:

    • Minimum of 5 years executive level administrative support

  • Preferred:

    • None

 License, Registry or Certification:

• Required:

  • None

• Preferred:

  • None

•  Knowledge, Skills and/or Abilities:

Required:

• Excellent interpersonal skills, verbal and written communication skills, administrative skills, organizational and problem-solving skills

• Ability to work independently; solid judgment and decision-making capabilities

• Ability to multitask; adaptable to various competing demands; works well under pressure while balancing multiple priorities

• Advanced knowledge of Google and Microsoft Office programs (docs, sheets, slides)

• Acute attention to detail and accuracy

• Critical thinking skills

• Ability to maintain high level of discretion and confidentiality

• Initiative; forward looking thinker, who actively seeks opportunities and proposes solutions

• Professional appearance and conduct