Executive Assistant to the President - Trinity Health System

JOB SUMMARY

The Executive Assistant performs a variety of complex executive support, project coordination and administrative duties to the Trinity Health System Market President and the Executive Team. They ensure the smooth coordination and completion of activities related to scheduling, correspondence, events, and complex calendar management. The Executive Assistant possesses high standards of work, exercises discretion when handling confidential information, pays close attention to detail with excellent ability to anticipate leadership needs and prioritize.

QUALIFICATIONS

Required Education and Experience

• High school diploma.

Required Minimum Knowledge, Skills, Abilities and Training

• Word Processing experience is required with a minimum of 60 wpm typing with knowledge in the suite of Microsoft Office products, including Excel, Power Point and Word.
• Two to four years of previous secretarial experience in finance is required.

ESSENTIAL KEY JOB RESPONSIBILITES

• Perform diversified and high level administrative duties of confidential nature as well as project coordination.

• Compiles highly confidential data from various sources to integrate into regular and/or special reports.
• Independently contacts appropriate sources to obtain necessary information.
• Assists executives in Board meeting preparation, taking and transcription of meeting minutes, logistical planning of all meeting details, including: understanding all Board processes and procedures; communicating and coordinating with Board members, guests, executives, staff, and support staff, prepares complex Board documents and presentations, which requires outstanding levels of proofreading, forma)ng/word processing; Board meetings and ensures the needs of Board members, executives, guests, and staff are met quickly and thoroughly; ensures Board presentations run without error.
• Helps coordinate video teleconference meetings and ensures all related details are completed timely, such as arranging for IT staff and/or other needs, as necessary. Independently composes routine correspondence and non-routine complexes from verbal instruction.
• Sets up, organizes, and maintains files of highly confidential data and information of major importance.
• Schedules appointments and conferences, and makes necessary travel arrangements as needed.
• Assembles necessary background materials for executive’s scheduled meetings.
• Organizes agenda notices and ensures proper distribution.
• Will attend meetings to organize and transcribe minutes.
• Receives visitors and screens questions and requests.
• Interviews telephone callers and makes proper referrals.
• Frequently interfaces at the management level, both internally and externally, on matters relating to executive’s activities and requirements.
• Receives mail and administers organizational correspondence control and independently answers correspondence or takes appropriate action when possible.
• Handles various requests which require detailed knowledge of department and organizational policies and procedures.
• Assists in communicating executive’s requirements and expectations.
• Distributes, updates, and manages electronic and shared documents.
• Clerically and grammatically edit a variety of material when necessary to ensure a strong attention to detail and accuracy.
• Assists with any and all special projects accurately adhering to deadlines. May provide support for other executive management staff as needed.
• Other duties as assigned.

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