Executive Assistant 2

at  Franciscan Missionaries of Our Lady Health System

Job Title: Executive Assistant 2 Job Summary:
The Executive Assistant relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. The position relies on experience and judgment to accomplish responsibilities, works under minimal supervision, while creativity is expected to perform the job, and may lead and direct the work of others.

Experience, Education, Training, Special Skills, and Licensure:

• 3 yrs. exp in a senior leadership level secretarial/administrative assistant position
• Requires a high school diploma or its equivalent
• Proficient in MS Office applications. Exemplary interpersonal skills, discretion, mature demeanor, professional presence. Must be able to type at least 50 words per minute.

Job Function:

• Document & Data Management: This will have been satisfactorily performed when…
• All Confidential correspondence, records, minutes and other documents are classified, sorted, filed and purged in accordance with policy as evidenced by files kept in an organized manner and easy retrieval of information upon request at all times.
• Open communication with Health System Office is maintained and information provided as requested as evidenced by lack of complaints.
• Meetings are organizing effectively, materials distributed, and dietary services and audio-visual equipment coordinated as appropriate without meeting delays at all times.
• Minutes from meetings are accurately typed and distributed prior to meetings, meetings are scheduled and placed on appropriate calendars without scheduling conflict and attends other administrative meetings as requested.
• Filing & Organization: This will have been satisfactorily performed when…
• Presentations and documents are designed, formatted and created using advanced features of MS Office applications (Word, Excel, Power Point).
• Internal and external presentation and proposals are prepared on behalf of the Vice President of Business Development and Vice President of Medical Affairs within specified deadlines.
• Internal and external meeting arrangements, including invitation and registration process, facilities, catering and logistics as well as travel and hotel arrangements are efficiently coordinated as needed.
• Telephone & Scheduling Management: This will have been satisfactorily performed when…
• Assistance is provided to the VP in time management, ensuring that meetings begin and end on time, building travel time into schedule, and minimizing interruptions.
• The VP’s calendar is effectively maintained, scheduling and confirming appointments, determines priorities independently or in consultation with executive. Maintains schedules in an orderly manner. Makes all travel arrangements for meetings, trips, and conferences.
• As gatekeeper for the VP, efficiently screens visitors, calls, requests, and inquiries and responds within set timeframe’s or refers to appropriate party, schedules meeting or call, and contacts are followed up on contacts as appropriate.
• Telephone is covered at all times during regular working hours; paperwork is handled promptly and efficiently, and patients and visitors are directed to the appropriate person/department.
• Telephone calls are courteously and accurately handled, and messages given on behalf of the Executive staff as appropriate as evidenced by lack of customer complaints.
• Executive Support: This will have been satisfactorily performed when…
• Visitors, staff, physicians, patients, consultants, and any other individual on behalf of the Executive Administration are dealt with in a professional and orderly manner, no complaints from customers.
• All necessary travel arrangements for Executive Administration, visiting FMOL staff & consultants and Patient Care Services staff are appropriately arranged to ensure attendance at programs/seminars as required.
• Appropriately and effectively communicates pertinent information, meeting schedules, travel arrangements, etc. to the Executive Team at all times.
• Information in the Timekeeping system for Administration is accurately maintained through the payroll systems as appropriate at all times.
• Other Duties as Assigned: This will have been satisfactorily performed when…
• Other duties as assigned are completed.
• Acts as a backup for other Executive Assistants as needed.

Please refer the Job description for details