Executive Secretary I

Executive Level Administrative Support

All candidates must have executive level experience. Someone with executive level experience will have the skills to observe and identify gaps in process as well as being a point person to assist with training, because they are already experts at the executive level. Position has potential for temp to perm. Please have candidates' contact info, phone # and email address, listed on the top of their resumes to help setup interviews quickly.

This role provides advanced secretarial and administrative support to multiple Assistant Vice President (AVP) leaders/physicians. The incumbent will coordinate internal and external communications, projects and meetings for the AVP and other professionals in the department. Must be able to perform various administrative duties, interface positively with the public, meet deadlines and hold oneself accountable to anticipate the needs of the Executive. Must be highly organized and able to distinguish among priority items, and plan all scheduled items in detail. Must manage difficult situations with skill, patience, and diplomacy.

General Administrative Functions:

• Maintain schedules/calendars for the AVP. Includes coordination of travel for the AVP, multiple daily changes and extensive interface with Organizational Leaders and their assistants.
• Plan meetings including securing rooms, and occasionally ordering food, etc.
• Create and provide materials as necessary for agenda.
• Provide support in preparing presentations and documents required by Executive and staff.
• Coordinate Expenses Report
• Complete expense reports for AVPs travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.

Candidates need to have good critical thinking skills, the ability to handle multiple projects at once, able to use, experience and ability to use Office 365 suite, Excel, PowerPoint, MicroSoft Teams, OneNote, Task Management Systems (Trello, Asana, etc.), CV Management Experience, experience running meetings on virtual platforms. Please note this experience easily on the resumes. Candidates must have the ability to handle multiple priorities, have initiative and work well under pressure. Please have candidates' contact info, phone # and email address, listed on the top of their resumes to help setup interviews quickly.

Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office) Excellent phone etiquette and interpersonal/communication skills Strong analytic skills Ability to adapt to progressive increase in responsibility Ability to handle confidential materials Ability to handle multiple tasks and to prioritize Ability to anticipate needs the Chair or VP and other professionals in the department Ability to negotiate or mediate difficult situations with tact and diplomacy Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment Ability to function as part of a team to meet the general needs of the organization