Sr. Executive Assistant | Administration - Medical Group

Admin Support (Non-Clinical)

Henry Ford Medical Group

Independently performs a variety of advanced, diversified, and confidential secretarial and administrative duties for a Tier Level executive which requires broad and comprehensive experience, skill, and knowledge of organization policies and practices. Ensures requests for action or information are relayed to appropriate Executive Leadership Team member for prompt resolution. Screens telephone calls and visitors, and resolves inquiries. Schedules appointments, meetings, and travel itineraries and coordinates related arrangements.

Provides wide variety of advanced, customized, diversified, and confidential secretarial and administrative support. Regularly engages in contact with wide variety of individuals requiring exactness and sensitivity.

Initiates and composes various memoranda, correspondence, statistical reports, and presentations using typewriters, personal computers, and software including word processing, spreadsheets, and/or graphics applications. Reviews incoming correspondence; screens items; responds or delegates as appropriate. Acts on behalf of their executives when interacting with visitors and callers. Receives, screens, and responds to incoming phone calls and visitors in a prompt and professional manner. Conveys information; resolves inquiries; and mediates potential conflicts.

Oversees and coordinates all activities related to routine and special functions/meetings including preparation of the agendas, recording and transcribing Board proceedings, distribution of materials to individuals prior to meeting; related room and travel arrangements; preparation of presentation material; maintains business calendar and the like.

Regularly engaged in a variety of internal and external contacts often requiring exactness and sensitivity to relay information, arrange meetings and the like.

Maintains and/or updates a variety of records, data bases, or filing systems ensuring accurate and up to date information is being processed and recorded. In doing so handles a significant volume of confidential information and ensures maintenance of confidentiality.

Performs general office duties such as ordering and storing supplies, copying, completing expense checks, and the like.

Maintains a working knowledge of applicable Federal, State and local laws and regulations, the Corporate Compliance Program, Code of Ethics, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.

Education/Experience Required

• High School Diploma/G.E.D. required composing and preparing a variety of confidential reports, tables, memorandums, etc. Associates Degree in business or a secretarial field from a business school or college is preferred.
• Ability to type documents with speed and accuracy and compose business correspondence.
• Basic mathematical skills necessary to work with statistical information and budgets.
• Approximately five (5) years progressively more responsible secretarial experience, with at least two (2) years as a secretary to a senior level manager in order to acquire an advanced level of secretarial skills and overall knowledge of office procedures and protocols required at the senior management level.
• Advanced knowledge of personal computers and software including windows, word processing, spreadsheet, and graphics applications necessary to prepare complex professional documents, presentations, and reports.
• Ability to proof read for typographical and grammatical errors, and independently edits documents to ensure a professional, error free work product.
• Substantial interpersonal and communication skills necessary in order to effectively interact and mediate issues when dealing with a wide variety of individuals in the completion of the above tasks. Ability to handle multiple concurrent assignments.
• High level of discretion and confidentiality required.
• Ability to concentrate and pay close attention to detail up to fifty percent of work time.