What are the responsibilities and job description for the Executive Assistant position at Saint Francis Health System?
This role follows a standard Monday–Friday schedule from 8:00am–5:00pm, with some evenings and weekends required based on business needs. The position is fully onsite and requires an in-person presence; remote work is not available.
Job Summary: Performs secretarial and administrative duties for assigned executive (s). Manages schedules, arranges appointments, travel, meetings, conference calls, etc. Work requires analysis, use of initiative and independent judgment, with access to confidential and highly complex information. Person in this position is knowledgeable of corporate policy.
Minimum Education: High School Diploma or GED. Associate's Degree in a related field preferred.
Licensure, Registration and/or Certification: None.
Work Experience: 3 years of professional experience with progressive responsibility in providing executive level support in a professional office setting.
Knowledge, Skills and Abilities: Proven ability to work professionally with executive level management, both within the company and other organizations. Ability to work with people at diverse levels within the organization. Ability to facilitate timely resolution of sensitive business issues. Efficient in Microsoft Word, Excel, PowerPoint and Outlook. Proficient with office machines, including copiers/mopiers, fax, dictation and transcription equipment. Ability to be Independent, self starter with little or no direction and make decisions when appropriate. Excellent telephone skills and strong interpersonal communication skills. Ability to multi-task with minimum instruction and follow-up and be flexible/adaptable to change. Highly organized and detail-oriented.
Essential Functions and Responsibilities: Prepares reports, directives and highly confidential correspondence. Composes and edits correspondence, striving for accuracy at all times. Drafts/types response letters for executive approval, having proofread in detail. Strives to develop the writing style of the executive, incorporating as much as possible into the draft materials. Timely return of work. Meets deadlines on a consistent basis. Maintains business/social calendars and departmental schedules. Consults, coordinates and prioritizes daily activities with the executive(s) in an effort to assist in time management, allowing for maximum preparation by the executive. Coordinates business meetings and business/social events, internal and external. Schedules business and personal, domestic and international travel arrangements and accommodations. Efficient when providing exact details of meetings (i.e. time, place, attendees, topic and travel directions.) Researches, compiles and documents essential data. Maintains department records, including highly confidential files. Prepares and tracks expense reports and various vendor payments. Coordinates and participates in departmental special projects. Takes initiative in providing customer service.
Decision Making: Independent judgment in making decisions involving non-routine problems under general supervision.
Working Relationships: Serves as a liaison between executive(s) and internal and external associates. Works directly with patients and/or customers. Works with internal customers via telephone or face to face interaction. Works with external customers via telephone or face to face interaction. Works with other healthcare professionals and staff. Works frequently with individuals at Director level or above.
Special Job Dimensions: None.
Supplemental Information: This document generally describes the essential functions of the job and the physical demands required to perform the job. This compilation of essential functions and physical demands is not all inclusive nor does it prohibit the assignment of additional duties.