Executive Assistant

Position Summary

Performs diversified advanced administrative functions for senior-level executive management within MemorialCare Medical Foundation. Facilitate meeting logistics and calendaring of multiple schedules simultaneously for department leadership. Assists in developing presentations, reports and meeting agendas to advance key initiatives. Composes communications via email, letters and voice, reports, and complex documents that require a high degree of knowledge of strategic initiatives, policies, organization, personnel, and services.

Essential Functions And Responsibilities Of The Job

• Independently researches and compiles data from a variety of sources, evaluates and analyzes data, and prepares detailed information, reports, and recommendations.
• Independently, coordinate wide range of events. Assumes full responsibility of activity once provided a minimal guideline. This includes scheduling, material preparation, identifying budget, determining catering needs, facility needs, and scheduling of participants.
• Meeting management prepares agendas coordinating, scheduling, and supporting documents for committees and meetings to support key strategic initiatives.
• Screens all phone calls and correspondence addressed to the executives supported, independently determining appropriate action and on own initiative, drafts appropriate correspondence. The Executive Assistant ensures that all communications reflect the appropriate image, message, quality and tone of the office.
• Accurately prepare and submit cost reports, check requests, PO requests and other finance-related needs for payment and invoicing.
• Support contract requests with supply chain/contracting or legal as appropriate.
• Support and manage the details and coordination of Outlook calendars and tasks associated with department leadership.
• Prepares a wide range of materials and special reports from source material in files, including highly confidential matters. While maintaining a high level of confidentiality sensitivity and professionalism, acts as a liaison with other departments, senior-level external callers, stakeholders, as well as internal contacts from all levels of the organization.
• Resourceful in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change.
• Establishes and maintains digital and paper filing systems to track and archive all communications; maintains document and database management with a focus on contract management.
• Manage travel logistics and activities including accommodation, flight, hotel, and car rental.
• Identify and define project requirements, scope, and objectives as well as prepare Project proposals, timeframes, and schedule.
• "Other duties as assigned"

Pay Range

Placement in the pay range is based on multiple factors including, but not limited to, relevant years of experience and qualifications. In addition to base pay, there may be additional compensation available for this role, including but not limited to, shift differentials, extra shift incentives, and bonus opportunities.

Benefits

Health and wellness is our passion at MemorialCare—that includes taking good care of employees and their dependents. We offer high quality health insurance plan options, so you can select the best choice for your family. And there’s more...

Check out our MemorialCare Benefits for more information about our Benefits and Rewards.

Minimum Requirements

• Qualifications/Work Experience: Minimum of 5 years experience as an executive assistant, preferably in the medical or legal field . Advance expertise in multiple software, including Microsoft Office applications.
• Prior experience managing complex projects and tracking key deliverables to a deadline.
• Education/Licensure/Certification: High School Diploma. College degree preferred.
• Word processing and computer knowledge required.