Executive Assistant - SPH Administration

Duties and responsibilities, in a very busy and fast-paced office environment, which includes multiple phone calls and visits from the public, physicians, and staff, include but are not limited to:

• Support Executives in planning, directing, managing and coordinating day-to-day business activities
• Facilitate the Executives accessibility and open lines of communication
• Maintain Executives calendar, screen incoming telephone calls and greet visitors 
• Coordinate meeting and conference schedules
• Answer/screen telephone calls, arrange conference calls, manage call back list
• Read and route incoming mail, prepare e-mail and correspondence as needed
• Compose and format documentation including letters, briefing books, communications to staff and staff meeting minutes using shorthand, hand written notes, dictation, etc.
• Initiate travel arrangements, create detailed itineraries
• Plan and manage events
• Coordinate a variety of resources, obtain information for special projects
• Create presentations and create and maintain spreadsheets and databases
• Maintain issue-specific files
• Prepare, review and track invoices and expense reports
• Purchase and maintain supplies and material
   

Executive Assistant works with minimal supervision, exercising independent judgment and maintaining confidentiality. The Executive Assistant understands the requirement for flexibility and accommodates shifting priorities while representing and supporting the Executives in planning, directing, managing and coordinating St. Peters views and interests. Represents the Executives to the public, staff and physicians and communicates in a professional manner. In addition to day to day responsibilities, manages multiple large projects and works cooperatively with co-workers. Attends and takes minutes for multiple meetings during regular business hours and occasionally for meetings that are early morning and evenings.
 

KNOWLEDGE/EXPERIENCE:  At least five years progressively responsible administrative support experience required.  Five years at an executive support level preferred. Advance typing skills. Possess demonstrated ability to use advanced functions of word process required.  Demonstrated ability to use and manage advanced functions of calendars/schedules as well as provide other administrative support such as filing/copying/mail management.  

Must possess advanced grammar and spelling knowledge and shorthand skills for executive correspondence, meeting minutes, and staff communication. Demonstrated ability of intermediate computer and software skills using Microsoft Word, Excel and PowerPoint.  Skills/Qualifications:  Travel Logistics, Scheduling, Informing Others, Presentation Skills, Self-Confidence, Meeting Management, Client Relationships, Written Communication, Promoting Process Improvement, Decision Making, Administrative Writing Skills.
 

EDUCATION:  Bachelor’s Degree preferred.
 

LICENSE/CERTIFICATION/REGISTRY:  None