Executive Assistant

The Executive Assistant supports the Vice President/Senior Vice President within the Information Technology department by managing complex administrative tasks in a fast-paced setting. This position requires strong judgment, the ability to anticipate needs with little guidance, and the capacity to manage complex scheduling and critical decisions on your own.

Key activities include managing calendars, coordinating with C-suite executives, and filtering communications to ensure effective use of executive time. The assistant enhances meeting productivity through detailed planning, agenda creation, logistics coordination, and follow-up. Responsibilities also cover domestic travel arrangements, off-site meeting organization, and maintaining records of action items.

The ideal candidate is self-driven, adept at resolving issues proactively, implementing efficient systems, and remaining calm under pressure. May provide leadership and guidance to other administrative staff while continuously improving operational processes.

Minimum Education

• Bachelor's Degree (Required) Or Relevant experience beyond the minimum required work experience may substitute for the educational requirement on a 1-to-1 ratio ( i.e. one year of relevant work experience equals one year of required education)

Minimum Work Experience

• 4 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment (Required)

Required Skills/Knowledge

• Familiarity with organizational and departmental structures, policies and practices
• Strong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of people
• Ability to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environment
• Proficiency with MS Office and other computer applications as required
• Ability to consider multiple variables to determine proper course of action.
• Exercise good judgment in handling sensitive and confidential information and situations.

Functional Accountabilities:
Administrative and Secretarial

• Responsible for scheduling appointments and arranging meetings, conferences and travel. Ensure the executive's knowledge of schedule 24 hours in advance. May create meeting agenda, sit in meetings and take minutes.

• Organize and maintain files of the executive's correspondence and records, following up on pending matters with limited direction and providing feedback in a timely manner.

• Facilitate and expedite workflow within the executive's scope of oversight; initiate follow-up action as needed.

• Research information requests under some general guidance. Under the instruction of the executive, may compile data elements into reports as needed.

• May perform some Office Manager duties; may oversee and guide the workflow of lower level staff; prioritize and coordinate project(s), and follow through on issues in a timely manner.

Communications

• Serve as a liaison to other executives, assistants, internal and external customers.

• Communicate and/or coordinate the executive's instructions and desires with various individuals and/or departments/divisions. Furnish and obtain information from others as needed.

• Receive and screen calls, correspondence, and/or visitors for the executive; answers routine inquiries and furnishes information to save the executive's time.

Office Technology

• Prepare routine documents (e.g. letters and memos) using Word, Excel or PowerPoint. May prepare complex documents requiring the integration of multiple office technology and software applications.

• Utilize various software and/or learn new computer applications to meet unique work needs and improve productivity.

• May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance

Organizational Accountabilities:
Budgeting and Planning

• May assist in the formulation of budget, business planning, and related planning functions.

• Help track the overall budget for the executive by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.

• May process invoices, reimbursements and other payments.

Organizational Commitment/Identification

• Partner in the mission and upholds the core principles of the organization

• Committed to diversity and recognizes value of cultural ethnic differences

• Demonstrate personal and professional integrity

• Maintain confidentiality at all times

Customer Service

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others' ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things