Executive Assistant

Job Summary

Specializes in providing administrative and secretarial support to executives or chairs (e.g., heads of divisions, departments, or administrative units).

Responsibilities

• Performs secretarial and administrative duties for an executive or chief.
• Manages schedule, arranges appointments, travel, meetings including coordinating documents, refreshments and resources, and conference calls.
• Prepares correspondence, meeting minutes or executive summaries.
• Maintains files and office supplies, budget records, reconciles and verifies expenses, and completes reimbursements.
• Works with some analysis and use of initiative and independent judgment.
• Remains knowledgeable of corporate policy.
• Often called upon to interpret and communicate executive or board's intent to other employees.
• Completes payroll functions for executive team.
• Affords assistance to other administrative/executive assistants, and may assist with orientation and training of staff.
• Makes contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under minimal supervision.

Qualifications

• High School Diploma or Equivalent required and Associate's Degree related field of study preferred.
• Experience as an Administrative Assistant to Executive or Chair or Senior Leader 3-5 years required.
• Requires highly proficient/advanced administrative skills and office applications skills.
• Ability to proofread and edit written documents.
• Ability to manage more complex phone calls, and give more detailed information, solving more complex issues as appropriate.
• Highly proficient in all communication skills (phone, verbal and written).
• Ability to handle sensitive information and situations with poise and professionalism.
• Strong organizational, coordination and judgment skills.
• Ability to prioritize effectively.
• Ability to problem solve and troubleshoot.
• Ability to analyze a situation and determine best course of action within established guidelines.
• Basic math knowledge with some knowledge of bookkeeping.
• Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
• Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.