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Job Description Summary

The primary responsibility of the Executive Assistant is to provide comprehensive support to the division leader. This role also involves offering assistance to the chairs, faculty, and staff of divisions within ACOM. Serving as the initial point of contact for the ACOM, the Executive Assistant engages with diverse constituencies, including college/hospital administrators, external agencies, corporate executives, attorneys, vendors, staff, faculty, students, and visitors. In addition, this position acts as a resource on office policies and procedures. Reporting directly to the division leader, the successful candidate will operate independently, managing a broad spectrum of complex and confidential administrative and clerical support duties.

Job Description

• The Executive Assistant reports to the division leader and has responsibility for, but not limited to, the following:

• Reviews, assesses, routes, answers, monitors, and follows up on correspondence.
• Regularly utilizes multiple technical applications, including word processing, spreadsheets, graphics, presentation software, electronic calendars, email, and others.
• Manages complex calendars; arranges meetings, appointments, and travel; answers and routes phone calls; mail and emails; and maintains physical and electronic records.
• Assists in report writing and record-keeping.
• Supports the division leader in the preparation and editing of division reports and publications as needed.
• Coordinates travel arrangements and assists in processing reimbursement requests.
• Handles routine purchasing requests and maintains inventory of supplies for the division.
• Schedules and coordinates meetings and facilities, prepares meeting minutes, distributes minutes to appropriate individuals.
• Organizes major meetings, including sending calendar invitations, distributing materials, arranging refreshments, preparing name tags, and transcribing minutes.
• Performs routine administrative duties, such as copying, printing, filing, etc.
• Enhances professional growth and development through participation in educational programs, current literature, and workshops.
• Performs other duties as assigned by the division leader.

• Knowledge, Skills, and Abilities:

  The candidate must possess excellent interpersonal, verbal, and communication skills; demonstrated experience providing complex administrative support in a high-profile environment with tact and diplomacy; proven office administration and customer service skills; have medium/advanced knowledge of Microsoft applications and a solid working understanding of office processes, related computer software, and electronic communication tools; demonstrated ability to complete multiple tasks/assignments and meet deadlines; exercise good judgment, be organized and very detail-oriented.

Shift

Day

Shift Details

First

FTE

1

Type

Regular

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Equal Employment Employer

Southeast Health is committed to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Southeast Health will provide reasonable accommodations for qualified individuals with disabilities.