Office Manager & Executive Assistant to President

Summary

Provides support to the President/CEO and others as assigned, oversees the administrative support operations within Administration, and supervises a team of assistants who support the organization’s executives. The advanced responsibilities of this role require a high level of proficiency in supporting executives, extreme professionalism, and strict confidentiality. The incumbent will work with minimal supervision and with latitude for exercising independent judgment and discretion in carrying out their duties.

Provide high level administrative support by conducting research, preparing statistical reports, handling information requests, preparing correspondence, welcoming visitors, arranging meetings across a variety of modalities, arranging travel schedules and reservations, planning small events, overseeing the work of administrative support team members, and managing the ordering and maintenance of meals, office supplies, and equipment against budget expectations.

Essential Duties And Responsibilities

These duties and responsibilities described below represent the general tasks performed on a daily basis; other tasks may be assigned.

Provide confidential administrative support for the President/CEO and others, as assigned .

• Serve as primary point of contact and liaison for internal and external appointments and meetings.
• Maintain schedules, provide daily itinerary and appropriate supporting documents or files.
• Prioritize mail and other correspondence.
• Handle telephone calls, relaying pertinent information, and determine appropriate response and follow-up.
• Appropriately escalate any correspondence that may impact the organization, its operations, performance or value.
• Initiate communication with Hospital Authority members, City Council members, elected officials, and other personnel on behalf of the President/CEO, as needed.
• Independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring compilation of data and statistics.
• Maintain budget requests and issues for review for upcoming budget.
• Develop and manage various spreadsheets and databases to support routine work or project deliverables.
• Establish and maintain data management systems for hardcopy and/or electronic files. Classify, sort, distribute and/or file correspondence, articles, mail records and other documents, which may contain highly confidential financial, budgetary, or salary information.
• Conduct research provide knowledge and evidence on a wide variety of matters, as needed.
• Create high quality, unique and professional presentation materials using PowerPoint and/or other applications.
• Prioritize work effectively and communicate status of ongoing tasks/projects.
  
  

Manage office operations within Administration

• Oversee the work performed by the administrative team supporting the organization’s executive team.
• Ensure adherence to budget for food, supplies, and equipment procured for Administration.
• Prepare daily, weekly, and monthly budget variance reports with supporting documentation.
• Provide need assessments, cost/benefits analysis, maintain and monitor budget variance reports.
• Develop and implement systems to maintain and track invoices and purchase requisitions.
• Recommend and implement process improvements.
  
  

Use independent discretion and knowledge to organize, plan and/or prepare for meetings, conferences, appointments, conference calls, special events, etc.

• Schedule and coordinate dates and times, venues, attendance, prepare agendas, reserve and prepare facilities
• Attend and record meeting minutes as assigned; compose, secure approval, copy and distribute minutes to committee members.
• Ensure all materials needed for the meeting are complete, organized, and provided, as appropriate.
• Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings, and attend events, as needed.
• Assist with the coordination and arrangement of visits for consultants, candidates, visitors and guests, by arranging travel services; maintain record of guest travel expenditures; submit forms for reimbursement.
  
  

Effectively manage patient and visitor complaints.

Maintain confidentiality and discretion. Support the President/CEO, the hospital's leadership team, and the hospital's vision, mission, and strategic initiatives in both words and actions.

Interact with Hospital Authority members, City Council members, medical staff, patients, guests, visitors, and colleagues in a professional, diplomatic, caring and courteous manner.

Enhance professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.

Must possess the ability to learn the style of the President/CEO and be able to anticipate needs and respond in a timely manner.