Lead Executive Assistant

Summary Are you a gifted Executive Assistant and team leader? Do you have a talent for creating and providing service excellence? Are you a great developer and mentor? Can you do ten things at a time and smile? Are you a perfectionist who loves details? If you can say yes to these questions, we may have an ideal role for you at Bryan Healthas the Supervisor of the Executive Assistant team.

GENERAL SUMMARY:

Oversees the daily workflow, staffing coverage, and service delivery of the executive office. This role leads the Executive Assistant/Reception team, ensuring seamless executive scheduling, communications, meeting and travel coordination, document preparation, data/report processing, and front office operations. The Executive Administration Supervisor reports to the assigned Executive Leadership and provides direct supervision to the Executive Assistant and Reception staff. Executive Assistants report directly to the Executive Administration Supervisor, who is responsible for assigning work, coordinating schedules, providing guidance and coaching, and ensuring the consistent operation of the executive office. The ideal candidate proactively anticipates executive needs, coordinates complex calendars and priorities, exercises sound judgment in communications, and sustains a highly professional, confidential, and efficient environment aligned to the organization’s mission, vision, values, and service standards

PRINCIPAL JOB FUNCTIONS:

• Commits to the mission, vision, beliefs, and consistently demonstrates our core values.
• Responsible for hiring, training, supervising, coaching, mentoring, retaining, and evaluating staff. Conducts annual performance evaluations and provides routine feedback to employees.
• Assigns staff workload requirements respecting changes in priorities in daily operations.
• Serves as a key liaison between executive leadership and the executive assistants.
• Provides assistance to staff when needed to ensure customer needs are met; communicates and consistently maintains a professional work atmosphere.
• Handles sensitive issues with discretion using sound judgement, diplomacy, and escalation when necessary.
• Coordinates Executive Assistants/Receptionist work schedules to ensure proper coverage is provided.
• Schedules, modifies, and communicates Executives' appointments; responds to telephone callers and provides information regarding Executives' schedule, project progress, or related activities.
• Frequently reviews the executive's appointments and proactively works to create a smooth schedule for the executive in accordance with pre-established guidelines, priorities, and directives. Involves working actively with other assistants and management throughout the organization and outside the organization.
• Identifies inconsistencies in following procedures; identifies problems and training issues that need to be corrected; intervenes and problem-solves these situations.
• Greets incoming visitors, ascertains the nature of business, and conducts visitors to the appropriate person or provides assistance as appropriate; takes complete and accurate messages and relays messages to appropriate personnel in a timely manner.
• Sorts and routes incoming mail; transcribes, edits, composes, types, reproduces, and distributes correspondence, reports, memoranda, and minutes.
• Responsible for maintaining the annual calendar and scheduling all meetings and logistics for the Board of Trustees and various committees as assigned.
• Attends and takes minutes at the Board of Trustees and committee meetings as assigned.
• Prepares meeting agendas for Board of Trustees and committee meetings and coordinates and completes the mailing of board meeting packets.
• Maintains Executive appointment calendar; coordinates travel schedule and arrangements; schedules all aspects of meetings, including other management staff schedules, rooms, and catering requests.
• With input, develops and modifies PowerPoint and other relevant documents for administrative use.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of the latest trends in the field of expertise.
• Participates in meetings, committees, and department projects as assigned.
• Performs other related projects and duties as assigned.

Essential Job functions are marked with an asterisk “*”.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of modern office practices, principles, and methods. Knowledge of computer hardware equipment and software applications relevant to work functions. Skill in Microsoft Office 365 applications at a minimum of an intermediate level. Knowledge of and expertise with other software, such as OneNote and Visio, is strongly preferred. Skill in the development and modification of PowerPoint and electronic presentation materials. Ability to communicate effectively both verbally and in writing in the English language. Ability to exercise initiative and considerable judgment in answering inquiries and referring to other organizational or community resources. Ability to translate notes into accurate, comprehensive minutes. Ability to maintain confidentiality relevant to sensitive information. Ability to organize and prioritize work efficiently and under timed or demanding conditions. Ability to establish and maintain effective working relationships with all levels of personnel, medical staff, volunteer and ancillary departments. Ability to maintain extensive filing and record systems. Ability to work a flexible schedule when needed. Ability to diagram processes in a flowchart. Ability to maintain regular and punctual attendance.

EDUCATION AND EXPERIENCE:

Minimum qualifications include high school graduation or equivalent supplemented by two (2) years of college or business school in a work-related field; four (4) years of experience performing administrative/secretarial functions; at least two (2) years of supervisory experience leading and coaching staff; intermediate proficiency with Microsoft Office and related office technology; strong written and verbal communication skills; the ability to maintain confidentiality, exercise sound judgment, and prioritize work in a fast-paced environment.

OTHER CREDENTIALS / CERTIFICATIONS:

Nebraska Notary Public required.

PHYSICAL REQUIREMENTS:

• Physical Requirements are based on federal criteria and assigned by Human Resources upon review of the Principal Job Functions.)
• DOT) – Characterized as sedentary work requiring exertion up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.

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