Executive Office Administrator

The Executive Office Administrator provides administrative and clerical support to Senior Leaders at Jackson Health System. Oversees the coordination of activities, functions, meetings, agenda preparation and distribution, minutes, and obtaining authorizing signatures. Maintains effective communications and working relationships in support of the Trust's philosophy and mission statement. The Executive Office Administrator is responsible for managing high-visibility strategic communications projects across the broader organization and will establish collaborative relationships with VPs. Directors, consultants, and vendors as required by specific projects.

Responsibilities

• Manages customer service, accounts payable, purchasing, and office operations.
• Arranges for and attends conferences, serves as recording secretary, takes minutes, and prepares reports.
• Assists in the preparation of the department budget, ensures compliance with applicable restrictions, and makes recommendations for cost reduction.
• Performs research to compile data for special reports.
• Develops business strategies and supervises critical path activities to troubleshoot or escalate problems.
• Acts as liaison to department and external sources as needed to ensure business operations run smoothly.
• Monitors assigned projects continually in terms of the timeline, costs, and overall quality.
• Facilitates communication between all parties involved in an implementation to ensure that the teams are effectively working together.
• Facilitates the resolution of issues within the framework of the project team and escalates major issues to executive leadership.
• Performs executive secretarial duties for an assigned Executive Leader.
• Delivers formal presentations and project updates to leadership groups and committees.
• Conducts briefings, demonstrations, surveys, and evaluations.
• Participates in continuing quality improvement activities to ensure continuous improvement of services provided.
• Educates executives, senior management, business owners, and staff on the public perceptions of Jackson strategies, projects, and initiatives.
• Provides leadership and serves as a role model for unified, aligned, and coordinated communications.
• Convenes and engages stakeholders across department lines to create multidisciplinary solutions.
• Develops consensus on tasks and deadlines, and supports the enforcement of project timelines.
• Ensures that report deadlines are met and that all information distributed is complete.
• Performs all other related job duties as assigned.

Experience

• Generally requires 5 to 7 years of related experience.

Education

• Bachelor's degree in a related field is preferred.

Skill

Ability to analyze, organize, and prioritize work accurately while meeting multiple deadlines. Ability to communicate effectively in both oral and written form. Ability to handle difficult and stressful situations with critical thinking and professional composure. Ability to understand and follow instructions. Ability to exercise sound and independent judgment. Knowledge and skill in the use of job-appropriate technology and software applications.