Executive Assistant II

General Description: Provide essential administrative support to OU Health Executives (Vice President or above) ensuring streamlined daily operations.

Essential 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.
• Understands when to escalate issues and barriers to ability to complete work assignments.
• Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary.
• Coordinates ordering and distribution of supplies and handles problems concerning material received
• Assists with other clerical functions when needed
• Performs other duties as assigned

Minimum Qualifications:

Education: Bachelor's degree required.

Experience: 3 - 5 years of Executive Administrative Assistant experience required.

License(s)/Certification(s)/Registration(s) Required: N/A

Knowledge, Skills and Abilities:

• General knowledge of office procedures and equipment.
• Must have a basic knowledge of the principles of accounting with basic arithmetic skills of multiplication, division and percentages.
• Good general written communication skills to include spelling, grammar and punctuation.
• Will need advanced interpersonal skills for interaction with employees, clients and customers.
• General computer skills with some spreadsheet knowledge.
• Ability to maintain and handle confidential information appropriately.
• Typing/keyboarding skills sufficient to meet the requirements of the position.