Administrative Assistant, Exec

Overview

Be inspired . Be rewarded. Belong. At Emory Healthcare.

At Emory Healthcare we fuel your professional journey with better benefits valuable resources ongoing mentorship and leadership programs for all types of jobs and a supportive environment that enables you to reach new heights in your career and be what you want to be . We provide:

• Comprehensive health benefits that start day 1

• Student Loan Repayment Assistance & Reimbursement Programs

• Family-focused benefits

• Wellness incentives

• Ongoing mentorship development and leadership programs

• And more

Description

The Executive Administrative Assistant provides high- level administrative and operational support to executive leadership. This role manages executive communications coordinates schedules and travel arrangements organizes meetings and events and oversees administrative processes to ensure efficient department operations.

The position serves as a key liaison between the executive and internal or external stakeholders exercising independent judgment discretion and knowledge of organizational policies . The Executive Administrative Manager also supports departmental operations by managing administrative staff coordinating budgets and reporting and assisting with policy development and implementation.

RESPONSIBILITIES

Executive Support and Communication

• Answer executive telephones screen calls and route inquiries to appropriate staff members.

• Greet visitors professionally assess their needs and direct them to appropriate personnel.

• Receive and review incoming correspondence responding independently to routine matters and drafting responses for executive signature when appropriate.

• Review outgoing correspondence for accuracy consistency and compliance with organizational policies .

• Serve as a representative of the executive within the organization and communicate executive priorities when appropriate.

Scheduling Travel and Meeting Coordination

• Manage complex executive calendars and prioritize appointments meetings and scheduling requests .

• Arrange domestic and international travel including itineraries accommodations and transportation .

• Prepare expense reports and travel documentation .

• Coordinate meetings and special events including:

  • Reserving meeting space and facilities

  • Arranging audiovisual equipment and materials

  • Coordinating speakers and catering services

  • Preparing agendas and organizing meeting logistics

• Prepare executives for daily meetings and activities.

• May facilitate or chair meetings on specific operational issues and assist in developing action plans and follow- up items .

Administrative Operations and Records Management

• Develop and maintain departmental filing systems and administrative procedures .

• Retrieve and provide information for internal and external requests.

• Type and prepare correspondence reports presentations and manuscripts .

• Prepare charts graphs and presentation materials.

• Coordinate with external partners such as typesetters and publishers for production of communication materials.

• Operate standard office equipment including computers telephones copiers and related technology.

Data Management Reporting and Budget Support

• Gather review verify and consolidate data for departmental reports and presentations .

• Design and generate routine and ad- hoc reports or statistical analyses.

• Support department budget preparation and monitoring of budget variances .

• Forecast departmental expenditures and recommend purchase of major equipment.

• Authorize certain expenditures within approved departmental budgets.

Staff Coordination and Administrative Leadership

• May supervise or coordinate the work of clerical secretarial or administrative staff .

• Assign and distribute work assignments to team members.

• Participate in the recruitment training and development of administrative staff.

• Provide input into performance evaluations and employee- related actions.

• Initiate and process employee transactions after appropriate review and approval.

• Assist with resolving employee concerns and determining appropriate actions.

Policy and Organizational Support

• Interpret departmental policies and procedures for staff.

• Communicate updates to policies procedures and departmental guidelines.

• Review and revise departmental policies and forms in compliance with organizational state and federal regulations .

• Identify when new policies or operational procedures are needed.

• Provide guidance to employees and refer them to appropriate departments for interpretation of organizational policies.

MINIMUM QUALIFICATIONS

Education

Bachelors degree in one of the following or a related field:

• Business Administration

• Communications

• Public Administration

• Or a related discipline

Experience

• Three (3) years of office administration senior secretarial or related experience

Equivalent Experience

• Seven (7) years of office administration senior secretarial or related experience may substitute for a bachelors degree.

Technical Skills

• Experience using personal computer software applications such as word processing spreadsheets and presentation tools.

• Positions in this classification may require the ability to type or keyboard at least 60 accurate words per minute .

PHYSICAL REQUIREMENTS (MediumMax 25lbs): up to 25 lbs 0-33% of the work day (occasionally); 11-25 lbs 34-66% of the workday (frequently); 01-10 lbs 67-100% of the workday (constantly); Lifting 25 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking Occasional sitting Close eye work (computers typing reading writing) Physical demands may vary depending on assigned work area and work tasks.

ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include but are not limited to: Blood-borne pathogen exposure Bio-hazardous waste Chemicals/gases/fumes/vapors Communicable diseases Electrical shock Floor Surfaces Hot/Cold Temperatures Indoor/Outdoor conditions Latex Lighting Patient care/handling injuries Radiation Shift work Travel may be required. Use of personal protective equipment including respirators environmental conditions may vary depending on assigned work area and work tasks.

Additional Details

Emory is an equal opportunity employer and qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability protected veteran status or other characteristics protected by state or federal law.

Emory Healthcare is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. Please contact Emory Healthcares Human Resources at . Please note that one weeks advance notice is preferred.

Required Experience:

Junior IC