Executive Secretary I

Executive Level Administrative Support

This position requires someone with executive level experience to observe and identify gaps in process and assist with training. The role has potential for temp to perm. Candidates should have contact info, phone number, and email address on their resumes to help setup interviews quickly.

Responsibilities include:

• Learning the workflow of each of the five divisions in Radiology
• Developing in-depth knowledge of each division
• Making quality improvement suggestions based on gaps or barriers observed in present workflows
• Building a culture of growth in the department
• Providing learning and development for the admin team
• Being flexible to jump in on departmental projects as needed
• Having project management skills
• Providing coverage when needed; ability to jump into any of the admin roles due to deep understanding developed

The 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, experience with Office 365 suite, Excel, PowerPoint, Microsoft Teams, OneNote, Task Management Systems (Trello, Asana, etc.), CV Management Experience, and experience running meetings on virtual platforms. Candidates must have the ability to handle multiple priorities, have initiative, and work well under pressure.