Executive Assistant II

Executive Assistant II

The Executive Assistant II provides both administrative and clerical support to the department, either as part of a team or individually to ensure the administration and smooth running of departmental business. Serves as resource to staff.

Job Relationships: Reports to and receives assignments from SVP and EVP level.

What You'll Do

Communication: Greet and assist visitors to the department. Answer all incoming telephone calls routing each caller to the appropriate place and providing accurate information in a courteous manner. Type all correspondence for leader: memos, letters, minutes, agendas, etc.

Coordination of Meetings: Maintain calendars for executives. Arrange meetings and/or events as well as conferences, conference calls and video conferences. Contact participants, check for availability. Set date, time, place and reserve venue. Arrange set-up/catering/entertainment when necessary. Arrange for audio visual needs. When necessary, plan and coordinate travel arrangements. Contact travel agent, hotel, seminar, etc. Coordinate final arrangements. Attend assigned meetings, record minutes and maintain meeting attendance records.

Financial: Submit requests for disbursement to Accounts Payable. File Expense Reports. Collect invoices for department services, if applicable. Develop, monitor and reconcile the budget.

Board of Directors Responsibilities: Prepares agendas, presentations and minutes for Board of Directors meetings and provides follow-up. Maintains all Board-related documents and records.

File Management: Maintain an organized filing system to easily access information as needed.

Supplies Management: Order supplies and maintain inventory for department. Complete requisition and send to Purchasing Department or vendor. Receive and distribute supplies.

Presentations: Collect and organize material to be presented in final form. Assist with electronic presentations to include charts, tables, graphs, PowerPoint and other reports.

What We're Looking For

Education: High School Diploma or GED, required. 4 Year / Bachelors Degree, preferred.

Experience: Four years of administrative support experience, required. Healthcare administrative support experience, preferred.

Additional Skills (required): Ability to effectively communicate with physicians and hospital staff. Ability to use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases; Ability to successfully complete generic and department-specific skills validation and competency testing.

Job Opening ID 138131