Executive Admin Assistant

About the Role

The Executive Administrative Assistant provides administrative support, leading the coordination and execution of activities that enhance the effectiveness of the supported role and associated departments. This position requires functioning with limited supervision, exercising initiative, independent judgement, and accountability for various processes and programs. The role involves collaboration with the supported Executive(s) and other Executive Administrative Assistants, including providing coverage as needed.

Responsibilities

• Meeting Support: Assist in all areas of meeting planning, including Board of Directors and system-wide meetings. Responsibilities include:
  • Creating agendas and presentations
  • Facilitating webinars and conference calls
  • Coordinating AV equipment setup
  • Evaluating and procuring meeting sites
  • Developing programs with hotels and making reservations
  • Assisting with guest registration and on-site contact during meetings
  • Printing and procuring materials for distribution
• Maintaining Calendars: Manage the calendars of the Executive(s), including scheduling meetings, conference calls, and travel to optimize time utilization.
• Minute Taking: Record and prepare minutes for meetings, including those of the Board of Directors and conference calls.
• Administrative Assistance: Support general administrative duties such as:
  • Greeting guests
  • Document preparation and handling emails, mail, and packages
  • Telephone and message handling
  • Photocopying, scanning, and maintaining filing systems
  • Ordering office supplies and completing timesheets
  • Faxing
• Time and Expense Reports: Prepare expense reports for the Executive(s).
• Travel Arrangements: Manage travel arrangements, including hotel and airline reservations, ensuring compliance with travel policy.
• Contact Databases: Maintain and manage contact lists and distribution lists for seamless communication.
• Accounts Payable: Assist in routing invoices for approval and payment.
• Research and Project Assistance: Provide general research assistance to the Executive(s) as needed.
• Training: Provide basic training to new employees on systems and procedures.
• Perform other duties as assigned.

Requirements

• Experience: Three to five years of progressive experience as an Administrative Assistant for an executive-level professional; healthcare experience preferred.
• Education: Associate's degree required; equivalent combination of experience and education may substitute.
• Skills:
  • Ability to build relationships with internal and external contacts
  • Ability to work independently
  • Proficiency with Microsoft Office Suite, email, Internet, Kronos, and other systems
  • Willingness and ability to learn new software