ADMIN EXECUTIVE ASSISTANT

Performs administrative assistant duties for the Chief Operations Officer (COO) and Surgical Services VP and Director leadership.  Performs duties and responsibilities in a manner consistent with our mission and values.

• Schedules meetings, assuming responsibility for room reservations and set-up, anticipating and ordering audio-visual and catering needs for the meetings.
• Prepares meeting agendas, takes/transcribes minutes in draft and final form when requested, distributing to appropriate persons and maintaining a record of all meetings and agendas.
• Prepares reports, records, correspondence in draft and final form as directed by the Chief Operations Officer (COO) and Surgical Services leadership.
• Utilizes Microsoft Outlook to maintain and update the Chief Operations Officer (COO) and Surgical Services leadership daily schedules.
• May provide occasional administrative assistant functions to support other hospital operations departments.
• Processes general patient concerns, forwards concerns to appropriate leaders for follow-up.
• Answers telephone, interviews, and directs callers, schedules appointments, and keeps the Chief Operations Officer (COO) and Surgical Services leadership informed as to action taken.
• Prepares outgoing mail, maintaining appropriate files of correspondence for the Chief Operations Officer (COO) and Surgical Services leadership.
• Maintains records and periodic report files such as continuing education for the Chief Operations Officer (COO) and Surgical Services leadership.
• Coordinates activities relating to expense reporting for the Chief Operations Officer (COO) and Surgical Services leadership.
• Coordinates with other departments for special occasion events.
• Assumes the duties to carry out functions assigned to the Chief Operations Officer (COO) and Surgical Services leadership, such as answering routine correspondence, preparing statistical reports, editing, and compiling reports.
• Utilizes Microsoft Power Point to create presentations as directed for the Chief Operations Officer (COO) and Surgical Services leadership.
• Utilizes Microsoft Excel to create spreadsheets and data analysis (including tables, charts and graphs) for the Chief Operations Officer (COO) and Surgical Services leadership.
• Uses computer with printer and other office equipment, i.e., fax machine, copy machine, conference calls.
• Maintains general order of the office area, notifying correct department for repairs or cleaning.
• Performs other related duties as assigned.

Knowledge, Skills & Abilities

• Proficient in Microsoft Office products (Word, Excel, Outlook, Power Point).

Clerical perception is required to proofread typewritten materials, index and file correspondence, records, and reports.

• Ability to complete simple mathematical calculations in compiling statistical reports, and auditing expenses.

Employee is required to walk occasionally and sit continuously.  Employee must lift/carry a light (1-20 lbs.) medium (21-50 lbs.) load occasionally. Employee is frequently required to bend, squat lift waist to overhead.  Employee is occasionally required to reach forward and reach overhead.  For repetitive action, employee is required to use both hands for simple grasping and pushing/pulling.  Employee is frequently exposed to electrical hazards and CRT terminal work. Verbal and cognitive as well as motor coordination and manual dexterity are required. Speech, hearing and near-visual acuity are required.

High School graduate required.
College Courses and/or degree completion preferred (secretarial and business practices with a commercial business school preferred).