Senior Executive Assistant

A Brief Overview

This position provides assistance to System Chief Medical Officer in the handling and recommendations of a variety of important and highly confidential administrative matters.

What You Will Do

• Monitor the following:
  • Executive’s calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the Executive on an ongoing basis
  • Preparation for events,
  • Travel arrangements for all Executive’s trips including itineraries and information as to where and how they may be contacted; ensure alternate Executive back up is in place during their absence. Maintain and submit Executive’s miscellaneous monthly business expense reports. Process dues, fees, membership subscriptions, seminar registration fees as required. Review, submit invoices for payment.
• Greet visitors arriving to meet Executive; assist with local accommodations or travel if required.
• Review and prioritize all incoming internal and external mail.
• Monitor emails for urgency - print, respond and/or prepare background info for more efficient response from Executive.
• Prepare/update meeting presentations with the use of Power Point, Excel, Visio, etc.
• Responsible for composing drafts and/or final copies of correspondence for Executive signature; research, coordinate data and prepare reports; transcribe dictation. Maintain and establish all confidential records and files. Organize and update the storage and disposal of all confidential materials in accordance to System policy.
• Analyze and evaluate all patient/customer complaints that are received either by written correspondence or phone call. Determine appropriate individuals to forward to but also give to Executive for awareness and review. Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the Executive.
• Other various duties to include timekeeping for senior leadership assistants and/or staff; process security requests for system/facility access. Provide direction or guidance to help resolve minor issues. Be familiar with System Policies and Procedures and organizational structure.
• Alternate reviewer of Executive’s direct report’s expense reports including verification of all receipts and other required documentation are in order and in compliance with policy prior to forwarding to Executive for final approval. Reconcile out of policy expense report submissions.
• Prepare and distribute Leadership meeting agendas as required.
• Meeting coordination, often complex, to include securing of space, AV needs and catering
• Assist in preparing Executive’s and direct reports’ yearly performance reviews.
• Submit to Compliance all PTO days for Executive including name of Executive providing coverage.

Additional Responsibilities

• Act as back up for other Sr. Executive Assistants during their PTO/time away
• Performs other duties as assigned.
• Complies with all policies and standards.
• For specific duties and responsibilities, refer to documentation provided by the department during orientation.
• Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.

Education

• Associate's Degree (Preferred)
• Bachelor's Degree (Preferred)

Work Experience

• 8+ years of Executive Assistant or similar administrative support and project coordination experience (Required)

Knowledge, Skills, & Abilities

• Knowledge of Hospital Policy and healthcare operations. (Preferred proficiency)
• Strong organizational, interpersonal and oral and written communication skills to deal tactfully with all levels of employees within the organization. (Required proficiency)
• Ability to complete tasks with minimal supervision (Required proficiency)
• Ability to adjust to varying workloads (Required proficiency)
• Ability to exercise judgment with confidential matters (Required proficiency)
• Ability to meet deadlines and handle complex tasks with minimal supervision (Required proficiency)
• Able to function in a fast paced environment and adjust to fluid schedules/calendars (Required proficiency)
• Exceptional typing and Microsoft office skills. (Required proficiency)
• Proficient in Microsoft Outlook, and PowerPoint and Excel. (Required proficiency)
• Familiar with Oracle, Kronos, and use of website and video teleconferencing technologies. (Preferred proficiency)

Physical Demands

• Standing Occasionally
• Walking Occasionally
• Sitting Constantly
• Lifting Rarely up to 20 lbs
• Carrying Rarely up to 20 lbs
• Pushing Rarely up to 20 lbs
• Pulling Rarely up to 20 lbs
• Climbing Rarely up to 20 lbs
• Balancing Rarely
• Stooping Rarely
• Kneeling Rarely
• Crouching Rarely
• Crawling Rarely
• Reaching Rarely
• Handling Occasionally
• Grasping Occasionally
• Feeling Rarely
• Talking Constantly
• Hearing Constantly
• Repetitive Motions Frequently
• Eye/Hand/Foot Coordination Frequently

Travel Requirements

• 10%