Assistant, Executive Administrative

Description

POSITION SUMMARY

The Executive Administrative Assistant provides high level administrative support to the Vice President of Academic Affairs (VPAA) and Associate Designated Institutional Official (ADIO). The executive administrative assistant must be able to work professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal customers and departments as well as outside community partners and stakeholders. The EAA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive.  The EAA must be organized, professional, respectful and eager to learn in a fast paced environment with a variety of deliverables and responsibilities.   

REPORTING RELATIONSHIPS

This position will support their executive and will report to the Chief of Administrative Services.  

ESSENTIAL JOB DUTIES AND FUNCTIONS

While living and demonstrating our Core Values, the Executive Administrative Assistant will:

• Work directly with the executive to support all aspects of their daily work routine, as well as manage and prioritize their emails, meetings, responsibilities and schedule.  
• Work with direct reports of the executive to ensure deliverables are met in a timely manner.
• Coordinate higher-level projects and enhancements within the departments they support including the management of specific projects for the executive.
• Work closely with other Executive Assistants to coordinate schedules and projects.
• Manage and prioritize email, calendar appointments. 
• Coordinate and prepare complex and detailed travel plans and itineraries as well as travel expenses.
• Prepare communications, including official correspondence, reports and PowerPoint presentations for executive, other executives and the organization as needed.
• Prepare detailed travel, accommodations, and meeting agenda/itineraries on behalf of the executive.
• Prepare, reconcile, and submit credit card expenses, expense reports and Accounts Payable invoices.
• Act as the executive’s representative in dealing with outside community partners and other third parties that interact with the organization.  Prepare agendas and other necessary information/materials for meetings.
• Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications, on behalf of executive and at times other executives.
• Use discretion and independent judgment in connection with performing duties and responsibilities, including with respect to matters of significance consistent with the authority delegated by the executive.   
• Be professional and courteous at all times; greet visitors and guests in a professional, friendly, and hospitable manner.
• Ensure all phone calls and emails are answered and/or redirected accordingly in a professional manner.
• Organize meetings, including scheduling, sending reminders for internal and external entities), and organizing catering when necessary.
• Prepare meeting agendas, minutes and follow up materials
• Organize and manage the contracting and administrative processes in support of the executive.
• Act as gatekeeper to the executive.
• Keep track of and coordinate personal events to avoid conflicts with the business calendar.
• Maintain time off and coverage schedules
• Maintain confidential and sensitive information.
• Assist in community-focused events as necessary.
• Ensure front desk coverage for Receptionist break/lunches with administrative assistant rotating support with expectation to cover at least one time per week.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Requirements

REQUIRED QUALIFICATIONS

• Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool
• Buy in and experience working in the EOS® model (strongly preferred)
• Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride
• Bachelor’s degree in Business, Healthcare or related field required. Masters preferred.
• Previous experience as an executive administrative assistant preferred.
• Excellent professional skills along with multi-tasking abilities
• Strong analytical, organizational and time management skills
• Excellent interpersonal, written and verbal communication skills
• Possess excellent judgement and the ability to communicate with all levels of the organization including executive senior staff and the board of directors, as well as outside community partners
• Excellent computer skills, as well as proficiency with Microsoft Word, Excel, PowerPoint, and the Google Platform are required
• Willingness to work a flexible schedule aligned with the Executive’s expectations
• High level of professionalism and confidentiality required at all times
• Valid driver’s license with reliable access to an automobile or reliable access to transportation to assigned work areas.