A Brief Overview

This position enhances the effectiveness of an executive by providing assistance, information management support and representing the executive to others. This individual handles and recommends disposition of a variety of important and highly confidential administrative matters.

What You Will Do

• Facilitates communication with and for the executive; answers phones, greets visitors, establishes warmth and credibility, acts as point of contact between executive and employees/clients
• Monitor the following: (a) Executive’s calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the Executive on an ongoing basis (b) preparation for events, board meetings, etc. (c) travel arrangements for all trips including itineraries and information as to where and how the Executive may be contacted.
• Reviews incoming internal and external mail; determines the significance and plans their appropriate distribution.
• Monitor emails for urgency - print, respond and/or prepare background info for more efficient response from as directed or requested.
• Prepare/update PowerPoint presentations
• Assist in preparation/revisions of speeches/remarks. Gather background information when necessary for Board, Committee meetings, and other events.
• Manages administrative projects and duties as may be necessary.
• Responsible for composing drafts and/or final copies of correspondence for 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. Maintain and submit miscellaneous monthly invoices/statements for reimbursement when requested
• Evaluate and direct to appropriate leader complaints that are received either by written correspondence or phone call. Determine appropriate individuals to forward to but also give to Executive for their review. Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the Executive.
• Lead Assistant of senior leadership’s reports which includes coordinating PTO requests to ensure adequate coverage, helping to resolve or advise on minor issues, oversee projects that cross senior leaders, etc.
• Prepare agendas, minutes, reports and materials as requested.
• Process payroll for leadership team.

Additional Responsibilities

• 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

• 5+ years of experience in an Executive Administrative Assistant role or customer service environment. (Required)

Knowledge, Skills, & Abilities

• Knowledge of policies and the organization structure. (Required proficiency)
• Exceptional typing, dictation and Microsoft office skills. (Required proficiency)
• Strong organizational, interpersonal and oral and written communication skills to deal tactfully with all levels of management both within and outside the organization. (Required proficiency)
• Ability to handle confidential information at all times. (Required proficiency)
• Ability to complete tasks with minimal supervision and with a proactive approach (Required proficiency)
• Ability to adjust to varying workloads & prioritize work. (Required 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%