Executive Assistant I

We are more than a health system. We are a belief system. We believe wellness and sickness are both part of a lifelong partnership, and that everyone could use an expert guide. We work hard, care deeply and reach further to help people uncover their own power to be healthy. We inspire hope. We learn, grow, and achieve more – in our careers and in our communities.

About the role

This individual professionally represents OhioHealth when greeting internal customers, clients, guests, and vendors. This person should be polished, articulate, forward thinking, anticipate needs, and be able to problem solve quickly and accurately. As an integral part of the executive’s or leader’s team or department, this person will perform a multitude of duties to help leadership effectively serve the strategic goals of the organization.

Responsibilities

• Calendaring: Complex and strategic calendar management for more than one executive/business leader; including scheduling, time management, organization and prioritization of appointments and meetings.
• Communication Delivery and Management: Review, organize and prioritize Executive’s emails in a timely manner, appropriately greet callers; receive and screen calls; manage and delegate information requests; prepare correspondences using MS Office programs or other software for presentations, memos, research and proofreading.
• Meeting Preparation and Management: Create and manage agendas and meeting invitations; coordinate and order catering, gather/disseminate meeting materials, make audio/visual arrangements, take minutes as needed.
• Fiscal Support: Accurate and timely processing of purchase orders, travel and expense reports, mileage, cash advances for travel, working as appropriate with Accounts Payable, Procurement and other fiscal offices, and using enterprise software systems like PeopleSoft/Workday.
• Technology Application: Leverage and stay current on new or updated technologies introduced by the organization; ability to operate specialty software and other guidance to executives as needed.
• Document Management: Paper and electronic records, may include coordinating network/shared drives; organize and retrieve information in a timely manner; securely manage confidential information in all forms; follow OhioHealth records retention policies and organize long-term storage as appropriate.
• Service Delivery: Anticipate executive’s needs and prepare accordingly; interact with customers, peers, and OhioHealth associates with them in mind and be responsive; balance autonomy with teamwork, particularly when supporting multiple executives/leaders. Confidentiality and discretion are essential to gain trust and respect by ensuring privacy and security of information; adhere to all information, privacy and security policies, procedures, standards and guidelines.
• Project Support: Lead or assist projects as required; critical thinking – use logic and reasoning to identify alternative solutions, conclusions or approaches to problems.
• Supervise or Mentor: Depending on your position, you may be required to help with the development and growth of additional administrative staff.
• General Office Support: Answering phones and directing calls as needed, greeting/receiving visitors. May also include email management on behalf of leader/executive, ordering office supplies, managing maintenance and repair of work room multi-function devices (e.g., copier/printers) and other office equipment, kitchen/breakroom organization and clean-up, mail distribution, etc.
• Other Duties: May be assigned/required as needed. As a High Reliability Organization (HRO), responsibilities require focus on safety, quality and efficiency in performing job duties.

The job profile provides an overview of responsibilities and duties and is not intended to be an exhaustive list and is subject to change at any time.

Requirements

• High School or GED (Required)
• 3 - 5 years of progressive office experience or demonstrated/related administrative experience

Schedule

• Day shift
• 40 scheduled weekly hours