Executive Assistant

POSITION SUMMARY:

Under the direction of senior management, assist in the completion of administrative tasks.  Maintain a close working relationship with executive personnel and ensures the efficient operation of the administrative office.  Manage and coordinate executive calendars, including executive meetings, committees and monthly board meetings, including agenda creation, meeting logistics, and preparation of meeting materials. Make decisions and good judgement and discretion in dealing with the public in a tactful and diplomatic manner.  Communicate with a large number of technical and professional personnel within the network and the greater community.  Handle several situations at one time and gives evidence of a good command of business procedures.  Must maintain confidentiality.  Flexibility in working hours is required.

RESPONSIBILITIES:

• Prepare and edit correspondence, presentations, reports, and other documents on behalf of senior executives.
• Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-up actions.
• Anticipate the needs of senior executives and proactively address any administrative challenges or issues.
• Take initiative in managing all meeting logistics, including preparing meeting spaces, ensuring technology functions smoothly and maintaining a clean, professional environment with minimal oversight.
• Collaborate with other members of the administrative team to ensure seamless coordination and support across the organization.
• Handle confidential information with discretion and professionalism, maintaining the highest standards of confidentiality and integrity.
• Take meeting minutes and author correspondence and / or replies to correspondence.
• Proven experience providing executive-level support to executives in a fast-paced environment.

• Exceptional organizational skills and the ability to prioritize and manage multiple tasks simultaneously.
• Strong attention to detail and the ability to produce high-quality work with accuracy and efficiency.
• Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels of the organization.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Flexibility and adaptability to changing priorities and deadlines.
• Strong problem-solving skills and the ability to anticipate needs and proactively address issues.
• Professional demeanor and the ability to represent the executives and the organization with integrity and professionalism. Timeliness, thoroughness, accuracy and the quality of written and spoken communications are required.
• A dedication to our value system that promotes kindness, inclusion and teamwork.

EDUCATION, TRAINING, EXPERIENCE, CERTIFICATION AND LICENSURE:

• Two years of college or appropriate experience required.  Previous secretarial experience is mandatory and prior office management experience is preferred. 

• Must be a commissioned Notary Public, or willing to obtain certification upon hire

• Good communication skills both oral and written, as well as good interpersonal and organizational skills are required.

• Participates in orientation and continuing education.  Updates and maintains knowledge and skills related to specific areas of expertise. 

• Completes population specific competency annually on populations served as identified in scope of care and service.

SPECIAL EQUIPMENT, SKILLS OR OTHER REQUIREMENTS:

PC and appropriate software knowledge, and knowledge of office equipment.  A solid understanding of service related terminology.  Customer service orientated.

WORK ENVIRONMENT AND HAZARDS:

Office setting.  Exposure Class I - routine or potential exposure to blood, body fluids, excretions and secretions.

PHYSICAL DEMANDS:

Light work: Must be able to lift, bend, stoop, push and pull.

Mission Statement:

·We, St Joseph’s Health and Trinity Health, serve together in the spirit of the Gospel as a compassionate and transforming healing presence within our communities.

Vision:

·To be world-renowned for passionate patient care and outstanding clinical outcomes.

Core Values:

·In the spirit of good Stewardship, we heal by practicing Justice in fostering right relationships to promote common good, Reverence in honoring the dignity of every person, Excellence in expecting the best of ourselves and others; Integrity in being faithful to who we say we are.