What are the responsibilities and job description for the Executive Assistant - Medical Staff Office position at Phoebe Putney Health System?
The Executive Assistant, under minimum supervision, performs a wide range of advanced clerical, support, and administrative duties of a highly confidential and responsible nature that support the senior leadership in fulfillment of Health System's mission and vision. The Administrative Assistant performs administrative duties that support the effective operation of a senior executive's office, including budget input and tracking, screening and prioritizing inquiries and requests, making meeting and travel arrangements, setting up all arrangements for on-site and off-site events, preparing meeting agendas, etc. Acts as a liaison between senior leadership, employees and managers, and other departments.
- Qualifications
Vocational / Technical Degree in Advanced secretarial coursework or equivalent (Required)
2 year / Associate Degree in Business related field (Preferred)
Work Experience
6 - 7 years Progressively responsible administrative experience & nbsp (Required)
2 - 3 years Experience reporting to a Senior Executive & nbsp (Required)
1 - 2 years Experience in a hospital or managed care setting & nbsp (Preferred)
EXECUTIVE ADMINISTRATIVE RESPONSIBILITIES :
Provides administrative duties to support the effective operation of an executive's office. Composes and creates a wide variety of documents, including presentations and reports using appropriate formats and available software; handles communications / documents of both a general and highly confidential matter. Involved in preparation of materials for use by senior executives as decision-making tools; documents for use inside and outside the organization. Gathers and compiles information from self and others and drafts reports and correspondence to facilitate ongoing communication and efficient departmental operations. Assures records are maintained in accordance with all applicable organization & legal requirements. Supports the Executive's responsibilities on various committees and special projects. Maintains office and highly confidential files for prompt and easy retrieval, tracking and following up on pending matters. Monitors Executive's incoming and outgoing mail, phone calls and other requests and prioritizes all items. Responds or refers when appropriate ; tracks to assure prompt response. Keeps Executive aware of those situations he / she needs to be aware. Maintains an accurate and effective calendar for the Executive; arranges meetings and itineraries for Executive and Staff if appropriate. May have sole responsibility for completing various reports, bulletins, newsletters, etc. Greets visitors and telephone callers and interfaces on behalf of Executive, where appropriate.
