Executive Assistant

General Summary

The Executive Assistant reports to the Chief of Staff of the administration department and provides administrative support to multiple Vice Presidents/Executive-level staff. The Executive Assistant works to ensure that their Executives are properly prepared for all meetings and activities, are kept informed of all pertinent and critical information with the utmost discretion, and that the Executive’s calendars are monitored and maintained for accuracy in order to help support the Executive’s with meeting deadlines and goals for their division and the organization.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Manages and executes multiple projects at one time, as assigned by the Executive’s.
• Oversees and maintains an accurate calendar for the Executive’s, schedules meetings/conference calls, plans special events, and, screens requests from external customers to evaluate the critical nature of meeting requests.
• Prepares the Executives in advance of meetings and events by collaboratively reviewing the Executive’s schedule during one-one-meetings, print and collate meeting materials, and effectively communicate urgent issues directly to the Executive’s in a timely manner in order to keep them informed of any and all changes.
• Works closely with key hospital stakeholders to coordinate and execute conference room set up, catering needs, and, audio/visual equipment support for the Executive’s meetings and events.
• Works closely with the Executive’s leadership team to provide administrative support and guidance, on an as-needed basis.
• Acts as the Executive’s liaison to proactively address issues that arise within the Executive’s division, coordinates necessary support from key stakeholders, and, serves as the point-person to facilitate the resolution of issues independently.
• Creates all necessary meeting materials and documents, including but not limited to, PowerPoint presentations, Excel spreadsheets and graphs, meeting agenda’s, letters, memorandum’s and email announcements.
• Addresses highly-sensitive information with the utmost discretion, professionalism and confidentially.
• Performs all other administrative functions, including but not limited to, receives and screens incoming phone calls, greets guests and visitors in a warm and welcoming manner, processes invoices for payment, orders office supplies, attends and takes meeting minutes, proofreads documents for grammar and accuracy, transcribes documents and recordings, retrieves mail, filing, photocopying, and coordinates travel arrangements in a timely and thorough manner.