Experienced Executive Assistant - OU Health Executive Offices

About the role

The Experienced Executive Assistant supports the daily operations of two (2) Chief Executives through complex scheduling, communication management, and advanced administrative support. This role requires the ability to handle confidential information, manage projects, and interact effectively with senior leaders.

Responsibilities

• Maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizes appointments/meetings according to the topic and executive availability
• Handles sensitive/confidential information requiring high level of discretion and confidentiality
• Acts as point of contact and welcomes guests by greeting them, answering, and/or directing inquiries
• Prepares documents and outgoing communications as necessary
• Completes, reviews, and processes expense reports, invoices, etc.
• Books travel arrangements, both domestic and international travel
• Creates professional PowerPoint presentations and presentation materials from conceptual ideas
• Manages assigned projects to timely completion and prepares progress reports, as required
• Takes accurate minutes at assigned meetings, as requested
• Performs advanced administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc.
• Reviews, distributes, and responds to correspondence
• Performs a variety of other administrative tasks including reporting and tracking information
• Interacts with executives at all levels, as needed, in a timely and professional manner
• Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary
• Captures and maintains accurate records of all financial transactions
• Captures and maintains accurate records of all travel expenses
• Coordinates ordering and distribution of supplies and handles problems concerning material received
• Aids in the preparation of reports and other documents as required
• Aids in the preparation of budgets and forecasts as required
• Aids in the preparation of financial statements as required
• Aids in the preparation of other financial reports as required
• Aids in the preparation of other administrative reports as required
• Aids in the preparation of other administrative documents as required
• Aids in the preparation of other administrative tasks as required
• Aids in the preparation of other administrative activities as required
• Aids in the preparation of other administrative functions as required
• Aids in the preparation of other administrative services as required
• Aids in the preparation of other administrative procedures as required
• Aids in the preparation of other administrative processes as required
• Aids in the preparation of other administrative systems as required
• Aids in the preparation of other administrative tools as required
• Aids in the preparation of other administrative techniques as required
• Aids in the preparation of other administrative methods as required
• Aids in the preparation of other administrative strategies as required
• Aids in the preparation of other administrative tactics as required
• Aids in the preparation of other administrative tactics as required
• Aids in the preparation of other administrative tactics as required
• Aids in the preparation of other administrative tactics as required
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