6 Executive Assistant II Jobs in Ada, OK
The Chickasaw Nation is Hiring an Executive Assistant II Near Ada, OK
Description
We are currently looking for a Full Time Executive Assistant II to join our Office of Under Secretary of Medical Staff and Quality team located at the Chickasaw Nation Medical Center.
Summary:
Provides administrative support for the Division and the Executive Officer. Responsibilities will include assisting with the coordination of files and records for the division. This position will also provide support to the Division Directors and managers as needed.
- Assists with all aspects of travel arrangements
- Coordinates travel arrangements
- Prepares and processes travel requests, travel claims and check requests
- Develops and performs detailed administrative tasks and functions to assure an accurate and timely flow of information needed for prudent administrative decisions
- Assists with organizing the planning process for strategic growth of all current and developing programs, inclusive of planning, implementation and expansion of programs and services, as well as other entities within the department
- Prepares and provides meeting minutes, agenda creations, and distribution of documents for meetings
- Provides coverage/assist with the front reception desk as needed
- Schedules staff meetings, conferences, and events
- Manages and orders office inventory, equipment, uniforms and other operational supplies
- Creates and submits requisitions according to departmental needs
- Maintains files, logs, and records
- Assists as directed in budgetary expenditures
- Creates and maintains the scheduling of division vehicle maintenance
- Assists managers with timekeeping in the time management system
- Maintains management’s calendar of appointments and staff meetings
- Routes, logs, prepares and/or distributes incoming and outgoing mail
- Prepares individual and group correspondence
- Assists with the composition and preparation of routine correspondence, drafts, and narratives
- Provides administrative support to the Executive Officer and above
- Assists the division with internal forms including; delegation of authority, meal and mileage reimbursement, continuing education, equipment excess, etc
- Assists with day-to-day operations of the division or facility
- Updates and maintains division job descriptions, organizational charts, and employee records
- Assists in the administration of federal grants and contracts
- Completes all required departmental documentation
- Answers the phone, transfers calls, takes messages and screens calls per guidelines for areas served
- Scans documents into software
- Participates in performance improvement activities to measure, assess and improve the quality of assigned work area
- Maintains confidentiality, security, and integrity of data and information
- Handles routine customer complaints and incidents, exhibiting the appropriate discretion to identify situations that require the attention of supervisory personnel
- Ensures employees and resources complete assigned training and development
- Provides guidance and or participates in the onboarding of new staff when necessary
- Maintain knowledge of and enforce all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.
- Prepares weekly reports
- Prepares monthly reports
- Prepares quarterly reports
- Prepares annual reports
- All other duties as assigned
Competencies:
Essential:
- Follow instructions, both written and oral
- Adhere to all scheduling and attendance requirements
- Maintains strict confidentiality in all matters
- Focus on a single task for pro-longed periods of time
- Must be detail-oriented
- Ability to work independently
- Honesty, truthfulness, reliability, accountability
- Read, understand and apply regulations and policies
- Ability to multitask
- Organizes work and assigned area logically and orderly
- Define problems, collect data and establish facts
- Builds effective working relationships
- Organizational and time-management
- Communicates verbally with team, departments, guests and management
- Writes effective communications with team, departments, guests and management
Skills:
Essential:
- Must be familiar with the MS Office Suite of products
- Printers and scanners
Experience:
Essential:
- 2 years directly related experience
Education:
Essential:
- High School, GED or Equivalent
- Bachelors Degree in directly related field
- Bachelor’s degree or additional years of experience in lieu of degree
Credentials:
Essential:
- Pass general background check
- Standard Driver's License
Working Conditions:
Essential:
- Fast-paced
- Works in an office setting
- Pass pre-employment drug test
- Sometimes bend, kneel, stoop, push, reach
- Sometimes lift and or carry up to 25 lbs
- Sitting up to 75% of shift
Job Summary
Full Time
Social & Legal Services
$62k-80k (estimate)
05/09/2024
07/08/2024
chickasaw.net
ADA, OK
100 - 200
Private
JOHNNA WALKER
$5M - $10M
Social & Legal Services
Related Companies
About The Chickasaw Nation
The Chickasaw Nation is a government organization that provides programs and services that includes community, culture, education and legal.
The job skills required for Executive Assistant II include Administrative Support, Scheduling, Planning, Time Management, Confidentiality, Organizing, etc. Having related job skills and expertise will give you an advantage when applying to be an Executive Assistant II. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Executive Assistant II. Select any job title you are interested in and start to search job requirements.
The following is the career advancement route for Executive Assistant II positions, which can be used as a reference in future career path planning. As an Executive Assistant II, it can be promoted into senior positions as an Executive Assistant III that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Assistant II. You can explore the career advancement for an Executive Assistant II below and select your interested title to get hiring information.
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