Executive Assistant II

Essential Responsibilities: This description of job responsibilities is intended to reflect the major responsibilities and duties of the job but is not intended to describe minor duties or other responsibilities as may be assigned from time to time.

• Receives general instruction.
• Identifies needs and initiates administrative projects.
• Performs considerable coordination and follow-through.
• Sets priorities and procedures for accomplishing work and may delegate portions to others.
• Operates a variety of office equipment, such as a personal computer, printer, photocopier, transcriber, facsimile, scanner, or calculator.
• Progressively utilizes the feature of one or more standard business software packages up to the following skill level:

Word Processing: Develops complex tables and charts (e.g., mathematical formulas, headers, font changes, highlighting, and split cells). Develops routine macros. Imports and exports data and graphic files.

Spreadsheets: Links spreadsheets. Imports or exports data, or word processing files. Creates graphics files and exports to word processing.

Data Base: Designs and implements program modifications and improvements. Imports and exports data. Reads mail, highlights action or important items, and attaches relevant files or information for manager’s review.

• Drafts response on more complex correspondence under own signature.
• Ascertains which items are to be delegated to subordinate managers, follows up, and informs principal manager of action.Screens calls for senior management and responds to moderately complex inquiries from management, employees, or external sources regarding a variety of questions, such as clarification of company policy or procedures.
• Communicates sensitive information to senior management or external sources.
• Coordinates with internal and external executive-level staff to accomplish moderately complex activities, such as scheduling, identifying outside speakers, and developing agendas or recreational programs for non-local group meeting or events.
• This may also include conducting research and compiling information for quarterly or annual reports, departmental projects or company task forces, where information must be gathered from a variety of sources.
• Coordinates functions including scheduling, notification of meetings, and recordkeeping for meetings.
• Interfaces with various members of the public on the VP’s behalf.
• Maintains confidential administrative files and written progress reports.
• Closely controls calendar, with authority to determine who may be scheduled.
• Collects, compiles, and analyzes data from several sources of information; May direct others to collect and calculate the data.

Minimum Qualifications:

Education

• High School Diploma and 10 years experience as an Executive Assistant or; Associate’s Degree and 5 years experience as an Executive Assistant; or; Bachelor’s Degree with 2 years experience as an Executive Assistant.

Experience

• Experience in a healthcare environment, with thorough knowledge of hospital operations, is preferred.

Knowledge/Skills/Abilities

• Exceptional clerical, administrative, organizational, and communication skills.
• Computer knowledge to include Microsoft for Windows: Word, Excel, PowerPoint, Outlook, and typing at least 50-65 WPM.