Executive Assistant

Executive Assistant

The incumbent provides daily administrative and secretarial support for MSJMC Administrative members, including but not limited to Vice Presidents, Directors, Managers, etc. This position will also handle back-up assistance to the Hospital President as needed. Expectations for performance will include independent action to perform complex and responsible secretarial work, relieves administrators of administrative detail and non-routine work, acts as a liaison and may have special assignments and projects. Often has responsible and sensitive public contact.

• Schedules meetings, making adjustments as necessary; posts and maintains appointment calendars; prepares confirmations, agendas and materials; makes room/food arrangements and does follow-up work as required. Provides secretarial support to customers with accuracy, thoroughness, and helpfulness. Without error or delay within one week of request 95% of time.
• Screens and distributes incoming correspondence, handles and advises administrator of action taken or prioritizes and arranges with pertinent materials and notation of necessary action to be taken attached. Without error or delay within one day of receipt 95% of time.
• Composes, transcribes, formats and/or types correspondence. Takes accurate minutes at meetings. Without error or delay within requested time frame 95% of time. Provides secretarial support to assigned committees.
• Screens a variety of calls and visitors and, where appropriate, refers them to other staff members or personally provides information based upon established program and policy issues. Without error or delay 95% of time.
• Maintains comprehensive Administrative, Subject and Contract Files. Without error or delay 95% of time.
• Reviews and screens invoices; tracks expenditures and purchases to assure adherence to budget. Assists other administrators and their support staff as needed. Without error or delay within one week of receipt 95% of time.
• Project work. Provides staff assistance on special projects/program issues; credentialing requirements; photocopying projects; gathers facts and materials; communicates with others on administrators behalf; transmits information and/or instructions. Makes travel arrangements, prepares and submits expenditures for authorization and/or reimbursement. Without error or delay 95% of time.

Required:

• 4 years Increasingly responsible secretarial experience.

Knowledge, Skills, Abilities, and Training:

• Current administrative secretarial and office methods and procedures
• Business mathematics
• Word processing and personal computer applications (Microsoft Office, Software Suite)
• English grammar, spelling, punctuation and business correspondence formats
• Medical terminology
• Effective and accurate oral and written communication
• Organizational skills
• Some knowledge of hospital organization, operations and functions
• Project management

Ability to:

• Work independently
• Make independent decisions
• Prioritize and manage
• Projects/tasks assigned by multiple supervisors
• Maintain, readjust multiple calendars to accommodate changing priorities
• Maintain equanimity under multiple interruptions, deadlines, disciplines and priorities
• Anticipate and proactively solve problems
• Initiate, compose and respond to correspondence and related materials
• Establish and maintain filing systems
• Maintain confidentiality of sensitive business matters and correspondence
• Arrange meetings, conferences, interviews, air travel, car rental and hotel accommodations
• Interact with a variety of people
• Take accurate meeting minutes