Executive Assistant

Work schedule: On-site / Full-time Days; 7:00 a.m. until 3:30 p.m., Monday through Friday.

PRIMARY PURPOSE

Performs complex administrative office duties involving report generation, budgetary assistance and completing special projects in order to provide secretarial services to executives at the Vice President and Senior Vice President (VP/SVP) level within the organization.

MINIMUM SPECIFICATIONS

Education

• None.

Experience

• Must have five (5) years of secretarial experience.

Equivalent Education and/or Experience

• None.

Certification/Registration/Licensure

• None.

Required Tests for Placement

• None.

Skills or Special Abilities

• Must have excellent verbal and written skills.
• Must be able to compose correspondence independently.
• Must be familiar with the operations of standard office equipment and healthcare terminology.
• Must be able to write effectively.
• Must be able to demonstrate good phone techniques and manners.
• Must be able to use sound judgment in making complex decisions.
• Proficient in MS Office, Word, Excel and PowerPoint.

Responsibilities

• Maintain VP/SVP's calendar, scheduling meetings and appointments as requested.
• Plans, coordinates and participates in administrative meetings, schedules meeting rooms; orders catering; prepares agendas; does timely mail-outs; takes and transcribes minutes; coordinates follow-up actions; and works directly with Committee Chairs, as needed.
• Provides polite, courteous and professional reception and telephone service; tactfully determines nature and urgency of business; answers inquiries and resolves conflicts independently whenever possible using own judgment and knowledge of hospital operations; refers to appropriate person if necessary.
• Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring the VP/SVP's signature; summarizes content if needed; provides necessary backup material for VP/SVP's review; offers advice or initiates reply if appropriate; and coordinates follow-up as necessary.
• Composes correspondence requiring understanding of hospital operations and policies; researches and prepares special projects or presentations; initiates and maintains large and complex paper and electronic filing systems, develops method for organizing and retrieving information.
• Makes travel arrangements for individual VP/SVP's or groups, arranging airline travel, lodging, conference rooms, catering, audio-visual equipment.
• In the VP/SVP's absence, responds to requests for action or information; if necessary, relays to the appropriate staff member; intercepts requests and helps implement action; insures timely response; decides whether VP/SVP should be notified of important or emergency matters.
• Organizes and expedites the flow of work through supervisor's office, initiating follow-up actions as required, to reduce unnecessary interaction with supervisor in routine matters.
• Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Performs other duties as assigned.

Job Accountabilities

• Identifies ways to improve work processes and improve customer satisfaction. Makes recommendations to supervisor, implements, and monitors results as appropriate in support of the overall goals of the department and Parkland.
• Stays abreast of the latest developments, advancements, and trends in the field by attending seminars/workshops, reading professional journals, actively participating in professional organizations, and/or maintaining certification or licensure. Integrates knowledge gained into current work practices.
• Maintains knowledge of applicable rules, regulations, policies, laws and guidelines that impact the area. Develops effective internal controls designed to promote adherence with applicable laws, accreditation agency requirements, and federal, state, and private health plans. Seeks advice and guidance as needed to ensure proper understanding.