POSITION SUMMARY:

Performs administrative support services for Chief Executive Officer or an Executive Vice President of the organization. May support the organization’s Board of Directors. Provides services to support executive office operations, serves as a liaison for communication with senior staff, and may chair certain task groups as assigned. Work is of a confidential nature and requires a high level of discretion and judgement. May direct and/or review work of support staff.

Responsibilities:

• Provides administrative support to the President or Executive Vice President.
• In many cases, acts on behalf of the President or an Executive Vice President in areas such as scheduling meetings, communications and requests for information.
• Serves as a liaison with the President or Executive Vice President’s direct reports as well as others throughout the organization.
• Gathers, compiles and prepares accurate and pertinent information for the President or Executive Vice President’s use in meetings and reports.
• When the President or Executive Vice President is out of the office the Executive Assistant determines when to make a decision, when to get approval from someone else or when to wait for the President or Executive Vice President to make the decision.
• Maintains the highest degree of confidentiality in regard to information received and tasks performed.
• Attends meetings as required and participates on committees as directed.
• Composes correspondence, reports, memoranda, and other documents as needed or as requested.
• Maintains the President’s or Executive Vice President’s daily schedule.
• Coordinates travel and meeting arrangements.
• Analyzes and processes expense statements of the Executive Management Group to ensure that charges are accurate and credits are received.
• Monitors incoming telephone calls and reviews mail, then determines what needs to be called to the attention of the President or Executive Vice President.
• Utilizes appropriate resources to ensure accurate and timely information/data gathering and follow-up on all issues.
• Records and transcribes meeting minutes for reports.
• Maintains filing system, including modifying and purging files on an as needed basis.
• Performs other related duties as assigned or requested.

Qualifications:

MINIMUM EDUCATION:

Bachelor’s Degree or equivalent experience.

MINIMUM EXPERIENCE:

Requires a minimum of seven to ten (7-10) years of administrative support at an executive level. Requires advanced experience using word processing (MS Word), database (Access), presentation (PowerPoint) and spreadsheet (Excel) software. Requires a high degree of expertise in office management and be capable of handing a number of sensitive and important issues simultaneously. Must have strong oral and written communication skills. Must have thorough understanding and knowledge of the Corporate organizational structure, functional responsibilities and general operating requirements of the Corporate Office and Covenant Health facilities.

• Provides administrative support to the President or Executive Vice President.
• In many cases, acts on behalf of the President or an Executive Vice President in areas such as scheduling meetings, communications and requests for information.
• Serves as a liaison with the President or Executive Vice President’s direct reports as well as others throughout the organization.
• Gathers, compiles and prepares accurate and pertinent information for the President or Executive Vice President’s use in meetings and reports.
• When the President or Executive Vice President is out of the office the Executive Assistant determines when to make a decision, when to get approval from someone else or when to wait for the President or Executive Vice President to make the decision.
• Maintains the highest degree of confidentiality in regard to information received and tasks performed.
• Attends meetings as required and participates on committees as directed.
• Composes correspondence, reports, memoranda, and other documents as needed or as requested.
• Maintains the President’s or Executive Vice President’s daily schedule.
• Coordinates travel and meeting arrangements.
• Analyzes and processes expense statements of the Executive Management Group to ensure that charges are accurate and credits are received.
• Monitors incoming telephone calls and reviews mail, then determines what needs to be called to the attention of the President or Executive Vice President.
• Utilizes appropriate resources to ensure accurate and timely information/data gathering and follow-up on all issues.
• Records and transcribes meeting minutes for reports.
• Maintains filing system, including modifying and purging files on an as needed basis.
• Performs other related duties as assigned or requested