Executive Assistant - Bronson Healthcare

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Location

Title

Provides secretarial/clerical/administrative assistance to executive level staff (vice president level and above). Independently maintains highly confidential files and communication. Makes travel arrangements, schedules and coordinates meetings and conferences; prepares meeting agendas, minutes and materials; maintains executives' calendars. Provides support for strategic corporate initiatives and system-wide communications utilizing superior expertise in PowerPoint presentations. Participates in meetings, task forces, and distributes information. Assignments are typically in the form of raw data with general results and/or due dates expected but has considerable freedom to decide on procedures to follow. Independently handles decision-making work as well as delegates work to assist executives with his/her projects and workload. Employees providing direct patient care must demonstrate competencies specific to the population served.

The Executive Assistant must be a graduate of a two-year business or secretarial program or have consummate experience.  Must have a minimum of eight to ten years of varied business and secretarial background.

• Must be proficient with multiple software(s) on personal computer, with keyboarding speed of 75 words per minute (skills tested through Human Resources at an acceptable level).
• Must possess excellent interpersonal communication skills and demonstrated ability to independently handle decision-making process, as well as a exhibit professional maturity.
• Additional training is provided on-the-job.
• Must have excellent customer service skills and be able to communicate with all levels of management, physicians, nurses, employees, and outside customers.
• Must have excellent demonstrated verbal and written communication skills.

This position will support high-level duties, complex and highly confidential corporate projects as assigned (i.e., strategic initiatives, annual performance processes, organizational chart development, and executive recruitment efforts, etc.). The position requires extensive meeting management and coordination with both internal and external stakeholders, attention to detail and outstanding proofreading skills, requires participation in department initiatives and meetings, and the individual must have a strong commitment to quality work and customer service.

Work which produces very high levels of mental/visual fatigue, e.g. CRT work between 70 and 90 percent of the time, and work involving extremely close tolerances and considerable hand/eye coordination for sustained periods of time.
The job produces some physical demands. Typical of jobs that include regular walking, standing, stooping, bending, sitting, and some lifting of light weight objects.
• Meets regularly with executive(s) to monitor work load/priorities.
• Maintains knowledge of executive(s) responsibilities in order to offer assistance in executive(s) absence.
• Completes a variety of secretarial/clerical tasks including transcription of written or dictated materials, processing of invoices and purchase requisitions, making travel arrangements, meeting/conference planning, create and/or type correspondence, agendas, memos, reports, forms, tables, charts, schedules, etc.
• Participates in meetings, task forces, and distributes information.
• Maintains and updates records and files; may compile and maintain financial and/or budget data.
• Operates a variety of automated standard office equipment, such as CRT's, personal computers, typewriters or word processors, calculators, photocopying machines, etc.
• Independently develops and maintains spreadsheets and databases to input, maintain and retrieve data, track statistics, monitor activities and to provide regular and recurring reports.
• Independently composes/develops routine memos, correspondence, agendas, short articles, reports, and written materials to communicate plans and programs.
• Monitors and maintains executive(s) calendar. Schedules and/or reschedules appointments and keeps executive informed of all changes/modifications. Communicates agenda items and provides materials as needed (maintained with tickler filing system).
• Places, receives, and directs phone calls; takes and transmits messages. Provides information to callers, or refers them to others.
• In addition to the above general secretarial/clerical duties, performs specific functions unique to the individual area such as preparing and distributing worksheets, reports, newsletters, and other materials, inputting production and other operational data, processing payroll transactions, coordinating educational functions, etc.

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