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The Executive Assistant provides administrative support to executive level and coordinates all administrative activities of the office. Also participates in supporting the department in administration, personnel, and call coverage. In this role, the Executive Assistant maintains supervisor's calendar, screens calls, schedules meetings, takes minutes at meetings, schedules travel reservations, types correspondence and reports, performs related duties as the need arises. Coordinates human resource, payroll functions and participates in maintaining departmental budgetary considerations.

Duties and Responsibilities:

• Maintains calendar, schedules appointments, and meetings. Arranges meetings hosted by the executive, including coordinating meeting rooms, contacting attendees, facilitating their attendance, and ensuring that required informative materials and equipment are provided. Responds to general inquiries and forwards inquiries to appropriate department as needed.
• Types, from rough drafts and verbal instruction, correspondence, memoranda, and reports. Composes and distributes meeting minutes and communications. Composes more routine business correspondence for signatures, either independently or with minimal direction. Ensures that spelling, punctuation and grammar are accurate.
• Establishes and maintains filing system and database records for the office as well as ensuring all distribution lists for materials/emails are current and up to date.
• Prepares slides and charts, researches, gathers, sorts, compiles, and coordinates information from files, other departments, and outside agencies for special reports, presentations, and information requests.
• Reviews various financial, business and related reports and data; edits for error and makes corrections as needed, coordinating such action with data originator. Notes variations in data or performance from expectations and ensures that they are brought to the attention of supervisor for action.
• Coordinates projects, including assisting in: task completion management, setting deadlines, monitoring budgets, maintaining project timelines and associated deliverable
• Coordinates travel arrangements including itineraries, managing reservations and ensuring reimbursement expenses are processed through Concur. Places office supply orders when needed and plans catering for meetings.
• Responsible for Kronos time keeping records/management; Provide Payroll and HR administrative support such as paycheck pick-up from the Payroll Department and check distribution.
• Maintain Gemba Prep/Board as needed.
• Acts as a bridge between the executive and internal staff from multiple and diverse board members, physicians, and other internal and external partners to ensure clear communication.
• Provides direct, in-person support to the Executive Vice President both onsite and during business travel.
• Arranges detailed domestic and international travel, including booking flights, accommodations, and transportation. Prepares comprehensive itineraries and processing complex expense reports in Concur.
• Manages day-to-day schedule, coordinating EVPs' complex schedule including prioritizing inquiries and troubleshooting to ensure an organized schedule and day and effectively communicates changes and updates to EVP and other collaborators.
• Ability to be onsite five days a week with flexibility to travel as needed to provide hands-on, executive-level assistance.
• Provides support on special projects by conducting research, compiling data, and coordinating with other departments to ensure deadlines are met.
• Plans and organizes all aspects of executive and board meetings, including scheduling, preparing agendas and materials, and accurately recording meeting minutes. Provides event management support as requested.
• Drafts professional correspondence, reports, and memos on behalf of the executive.

Education:

High school diploma/GED required. Associate's degree/college degree in Business, Accounting, Computer Operations & Applications preferred.

Experience:

Four (4) years progressive responsibility in office administration with a background in customer service required. Three (3) years of office of President - experienced in providing comprehensive support at the C-suite level required.