Executive Assistant Alice Peck Day Memorial Hospital

POSITION STANDARDS Bachelor’s or Associate’s degree preferred with 3-5 years’ experience in an administrative capacity, or high school diploma with 5-10 years’ experience in an administrative capacity. In-depth knowledge of office management practices and procedures. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) Superior organizational, planning, and time management skills with ability to handle competing and evolving priorities under deadline pressure. Excellent communication with strong editorial, proofreading, spelling and grammar skills Proven ability to handle confidential information with discretion Ability to adapt schedule to the office’s needs Proven interpersonal skills and ability to work in a collaborative environment including defining and accomplishing common goals Initiative, sound judgment and ability to work independently. POSITION PHYSICAL REQUIREMENTS Anything listed here requires a pre-employment physical by Employee Health to determine if the employee is capable of meeting the requirements. Physical Activity: Upper Extremity: Push/Pull/Lift/Carry: PART TWO: FUNCTIONAL RESPONSIBILITY Position Objective The Executive Assistant (EA) performs standard, advanced, and confidential administrative work to support the executive staff in an effort to increase department/office efficiency. The EA coordinates scheduling, project tasks, event planning, and communication with and on behalf of senior leadership. The Executive Assistants work in a team environment, at the direction of the Executive Office Manager, to handle coverage of the Executive Office. Performance Expectation General Office Support Receives visitors into the executive suite and ensures confidentiality and professionalism within the waiting area. Prepares a wide variety of materials such as correspondence, forms, reports, meeting materials, etc. including gathering information and signatures and proofreading to ensure accuracy. Screens and assesses relative priorities of correspondence, inquiries and projects; organizes systems of tracking tasks and filing and systems of distribution and review in order to ensure proper handling. Develops and maintains consistent administrative office procedures and systems including scheduling systems, scheduling, document processing systems, and distribution/routing. Prepare and submit reimbursement documentation/purchasing card reconciliation for Senior Leadership. Coordinates and distributes the Administrator on call (AOC) schedule. Maintain and regularly update the AOC binder. Oversees the on-call pager system and has primary responsibility for its functioning. Orients new staff and visitors to the office and the community. Coordinates a variety of activities to support department functions. Communication Serves as the initial point of contact for inquiries to the office. Responds to inquiries and provides information or refers to appropriate individual to address the needs of the inquiry. Uses independent judgment when answering questions and assisting staff and visitors, upholding a standard of excellence across the team. Prepares and distributes communications to support APD activities. Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the Executive Team. Regularly manages confidential or sensitive information. Composes documents using templates, such as power point presentations, letters, contracts, etc. Information Management Maintains department files and databases (e.g. Board and department information) to ensure accuracy and accessibility of information. Schedule Coordination and Calendar Management Manages, plans, and coordinates the details of complex calendars for APD’s Executive Team to ensure the most efficient use of their time. Briefs the Executive Team members on changes in their schedules and priorities or on matters needing their immediate attention. Manages travel itineraries and coordinates related arrangements for Executive staff. Schedules department meetings, events, and functions including coordination of guest itineraries, room reservations, etc. Manages special meetings; researches, schedules and makes arrangements for. Committee/Meeting Participation Provides meeting preparation support for senior leaders and assigned committees, to include agenda creation, and supplemental documents and materials gathering. Prepares and distributes meeting notices, agendas, reports to committee and/or team members. Prepares minutes of the meeting, summarizes decision and action items, and sends follow up in a timely manner. Provide administrative support to the APDMH and/or APDLC Boards of Trustees as requested. Project Coordination Plans, coordinates, and oversees projects and special events related to APD activities. Develops and implements project activities based on defined project scope and objectives set by leadership. Establishes and maintains schedules and timelines. Coordinates special events including soliciting speakers, locating and reserving facility space, arranging for necessary services, coordinating schedules and itineraries, and overseeing actual event. Maintains APD’s collaborative tools through user accounts management, content management, and generates reports, as applicable, from the tools. #J-18808-Ljbffr