Executive Assistant

Position Summary

The Executive Assistant (EA) partners with a member(s) of the MPHC Executive Management Team to ensure commitments, priorities, and responsibilities are executed on time. Serving as the primary point of contact for their executive; managing their complex calendar, exercising judgment on scheduling their time with internal and external constituents as well as the Martin’s Point Board of Directors. Anticipates and follows through on items to completion. Handles confidential/high priority information with a calm, professional manner, which reflects positively on the executive office.

Job Description

• Takes minutes from meetings, identifies action items and schedules reminders for the executive and/or committee
• Coordinates the executive’s meetings including but not limited to; agenda preparation, securing meeting space, anticipating and gathering needed materials, meals, AV.
• Prioritizes and redirects/forwards phone calls; manages call-back list; responds to callers with routine requests, as well as those requiring additional research and investigation
• Handles travel arrangements and creates detailed itineraries and arrange meetings with outside guests; may also arrange travel for guests
• Organizes and maintains confidential files (electronic and paper) for the Executive
• Manages the Executive’s accessibility and open lines of communication with staff; interfaces with internal and external customers
• Prepares, reviews, submits and tracks Executive’s expense reports, credit card reconciliation, mileage reimbursement, and earned time off
• Maintains department budget by coding items timely and correctly; has a general understanding of the budget and keeps manager informed of unexpected costs
• Works collaboratively with the EA team to cover and maintain executive office including phones (8am-5pm), kitchen supply replenishment, meal coordination, and office supply ordering
• Collaborates closely with peers to understand and enhance the value of the EA role and the Administration Professional role throughout MPHCOther duties at assigned

Education/Experience

• Associate Degree or combination of relevant education and experience
• Bachelor Degree preferred
• 6+ years administrative experience in a business office environment including experience supporting senior level leader position

Skills/Knowledge/Competencies

• Demonstrates an understanding of and alignment with Martin’s Point Values
• Strong interpersonal and relationship building skills both with internal and external customers
• Comfort with all levels of management and employees
• Collaborative and team oriented
• Emotional maturity
• Professional and calm under pressure
• Ability to handle confidential and sensitive information in a discreet and professional manner
• Demonstrated organizational skills with a high degree of attention to detail and meeting deadlines to effectively complete projects despite continuous interruptions
• Forward thinker who can anticipate needs and propose solutions
• Demonstrated experience with Outlook and multiple calendar scheduling
• Excellent administrative skills including editing and composing of emails, letters, etc.
• Able to communicate effectively verbally and in writing
• Able to prioritize/reprioritize daily work, work independently and complete work in a timely fashion
• Able to work outside of traditional hours when necessary
• Excellent technology skills and proficiency in MS Office including PowerPoint, Word and Visio