Executive Assistant

Job Summary

The Executive Assistant provides support for one or more members of the Executive Team. Oversees day to day schedules and events and also serves as liaison between Executive team and the organization. Entrusted with highly confidential and sensitive information and situations and able to multi-task and exercise consistent judgment. Represents the organization to various internal and external stakeholders on behalf of members of the Executive Team. Able to effectively manage administrative projects on behalf of Executive team involving internal teams and external consultant and stakeholders.
Essential Job Functions

• Schedules and coordinates arrangements for a variety of meetings. Coordinates room and food arrangements, agendas and required materials. Coordinates travel arrangements such as flights, reservations and registration as needed.

• Provides support for leaders as assigned (e.g. telephone coverage, mail processing, etc.). Maintains accurate information and communicates promptly the messages requiring immediate attention. Assists with daily activities, such as schedules, correspondence, documents, special reports, etc., to ensure the effective and efficient operation of their office. Advises leaders of significant and unexpected variances. Serves as a resource/liaison for internal and external staff.

• Coordinates travel arrangements in a cost-effective way, i.e., air and hotel reservations, workshop registration, expense monies, etc. Monitors expenses related to travel, education and licensure.

• Performs other duties as assigned or needed to meet the needs of the department/organization.

• Demonstrates understanding and follows infection control policies and procedures according to standard operating procedure.
• Maintains requirements for age specific competencies for the position and demonstrates the knowledge or principles of growth and developments and the skills necessary to provide patient/customer care/services.
• Demonstrates knowledge and understanding of and compliance with:
  • All pertinent safety, health and environmental policies, procedures and guidelines.
  • Working safely, without causing harm or risk to self, others or property.
  • The work environment safety procedures and prompt reporting of unsafe practices, procedures, accidents, injuries or other safety violations to the Leader.
  • The use of all safety equipment and personal protective equipment.

Education & Experience

Degree/Diploma

Program of Study

Required/Preferred

Associate's

Business

Required

Bachelor's

Business

Preferred

And/Or

Bachelor's

Heathcare Administration

Preferred

Experience

Required/Preferred

A minimum of 3 years of related experience

Required

Knowledge & Skills
Title

Required/Preferred

Demonstrates the ability to effectively communicate both verbally and in written format.

Required

Demostrates proficient computer skills with a high degree of accuracy for computer tasks.

Required

Demonstrates flexibility, creativity, and delegation ability to ensure quality of services.

Required

Demonstrates strong relationship management & group facilitation skills with conflict resolution.

Preferred

Physical Demands
Frequency 8 Hour Shift 10 Hour Shift 12 Hour Shift Rarely (1-4%) 1-19 min 1-24 min 1-29 min Occasionally (5-33%) 19 min-2.6 hrs 24 min-3.3 hrs 29 min-3.9 hrs Frequently (34-66%) 2.6-5.3 hrs 3.3-6.6 hrs 3.9-7.9 hrs Continuously (67-100%) 5.3-8 hrs 6.6-10 hrs 7.9-12 hrs
Activity

Frequency

Sit

Frequently (34-66%)

Stand

Occasionally (5-33%)

Walk

Occasionally (5-33%)

Stoop/Bend

Occasionally (5-33%)

Reach

Frequently (34-66%)

Climb

Not Applicable

Crawl

Not Applicable

Squat/Crouch/Kneel

Occasionally (5-33%)

Twist

Occasionally (5-33%)

Handle/Finger/Feel

Continuously (>67%)

See

Continuously (>67%)

Hear

Continuously (>67%)
Weight Demands
Activity

Amount

Lift - Floor to Waist Level

Sedentary (
Carry

Sedentary (
Push/Pull

Sedentary (
Slide/Transfer

Sedentary ( Working Conditions
Condition

Frequency

Indoor

Continuously (>67%)

Outdoor

Not Applicable

Extreme Temperature

Not Applicable
Employee Health
Functional Assessment

Hazardous Drug Exposure

Fit Testing Required

Not Applicable

No

No