What are the responsibilities and job description for the Executive Assistant position at St Peters Hospital?
Executive Assistant will provide high level support to St. Peter’s Chief Executives. 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.