Executive Administrative Assistant - Emory Healthcare

JOB DESCRIPTION:

• Answers executive's telephones, screens calls and takes messages or refers caller to appropriate staff member.
• Greets visitors in a courteous manner, establishes needs and refers to appropriate staff.
• Establishes procedures and processes for setting up, organizing, and maintaining various departmental files.
• Retrieves appropriate information upon request for internal and external use.
• Arranges and schedules appointments, meetings, and domestic and/or international travel for one or several executives; prioritizes requests for meetings.
• Arranges itinerary, prepares expense reports, and prepares executives for daily activities.
• Schedules and coordinates meetings and/or special events.
• Reserves facilities, arranges for equipment and materials.
• Arranges for speakers, refreshments or meals.
• Develops agendas.
• Arranges seating.
• May chair meetings on specific operational issues.
• Develops recommendations and action plans.
• Receives and reviews incoming correspondence.
• Independently responds to routine matters and composes and edits responses for executive's signature based on knowledge of policies and procedures and supervisor's views.
• May sign for executive.
• Reviews outgoing mail for consistency and conformance to policies and procedures.
• Types correspondence, reports and/or manuscripts.
• May take dictation and transcribe from a machine.
• Prepares charts and graphs for reports and presentations.
• May meet with typesetters and publishers to publish communications materials.
• Operates standard office equipment including telephones, copiers, fax machines, and computers.
• Gathers, reviews, verifies and consolidates data for preparing and monitoring unit/department budget and budget variances.
• Designs and generates regular or special reports and/or statistics after collecting, analyzing and organizing data.
• Forecasts expenditures.
• Analyzes needs and make recommendations for purchase of major equipment.
• Authorizes expenditure of unit/department funds.
• May supervise or direct the work of clerical, secretarial or other designated employees.
• May distribute work assignments.
• May interview applicants, train employees, and provide input to performance evaluations and other employee transactions.
• Initiates and processes employee transactions after review and approval.
• Assists in investigating employee issues or concerns; determines appropriate course of action.
• Interprets departmental policies and procedures for lower level employees.
• Refers employees to appropriate area for interpretation of organizational policies.
• Reviews, revises and communicates departmental policies and procedures and related forms in accordance with state, federal, and organization guidelines.
• Determines when new policies are needed.
• May act as spokesman for the executive within the organization concerning departmental or divisional issues and/or activities.
• Uses discretion when advising on executive's views.
  
  MINIMUM QUALIFICATIONS:
• A Bachelors Degree in business administration, communications, or a related field.
• Three (3) years of office administration, senior secretarial, or related experience OR Seven (7) years of office administration, senior secretarial or related experience in lieu of a Bachelors Degree.
• Previous experience with various personal computer software applications.
• Positions in this classification may require the ability to type or keyboard 60 accurate words per minute.
  
  PHYSICAL REQUIREMENTS (MediumMax 25lbs): up to 25 lbs, 0-33% of the work day (occasionally); 11-25 lbs, 34-66% of the workday (frequently); 01-10 lbs, 67-100% of the workday (constantly); Lifting 25 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks.
  
  ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include, but are not limited to: Blood-borne pathogen exposure Bio-hazardous waste Chemicals/gases/fumes/vapors Communicable diseases Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.