Executive Assistant II

Description

Reporting directly to senior management, the Executive Assistant II provides high-level, confidential executive support in a one-on-one working relationship. The Executive Assistant II serves as the primary point of contact for internal and external constituencies on all matters of the Executive Office. The Executive Assistant II also serves as a liaison to the medical staff and senior management teams and donors; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant II will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters

SPECIFIC JOB DUTIES AND RESPONSIBILITES:

1. Interacts with all team members with poise and a high level of professionalism.
2. Completes a broad variety of administrative tasks for the executive including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
3. Plans, coordinates and ensures the executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive's time and office. On own initiative, establishes appointment priorities, reschedules or refuses to schedule appointments or invitations, and draws attention to important dates and conflicts.
4. Communicates directly, and on behalf of the executive donors, Foundation staff, and others, on matters related to executive's programmatic initiatives.
5. Researches, prioritizes and follows up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
6. Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring the executive's signature; summarizes content if needed; provides necessary backup material for the executive's review; offers advice or initiates reply if appropriate; and coordinates follow-up as necessary.
7. Composes correspondence requiring understanding of the organization's policies; researches and prepares special projects or presentations; initiates and maintains large and complex paper and electronic filing systems, develops method for organizing and retrieving information.
8. Provides polite, courteous and professional reception and telephone service; tactfully determines nature and urgency of business; answers inquiries and resolves conflicts independently whenever possible using own judgment and knowledge of the organization; refers to appropriate person if necessary. Coordinates conference calls as needed.
9. Provides a bridge for smooth communication between the executive's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
10. Works closely and effectively with the executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive updated.
11. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the executive, some of which may have organizational impact.
12. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive's ability to effectively lead.
13. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
14. Prioritizes and manages multiple projects simultaneously and according to workload demands. Provides follow up on multiple issues in a timely manner.
15. Assists executive with preparation of presentation materials for internal and external activities. .
16. Develops departmental policies and procedures; adheres to the organization's policies and procedures.
17. Educates and orients new staff and volunteers in office procedures, telephone system and office equipment.
18. Determines appropriate action (disposition) to take in assisting with administrative issues including complaints and VIP encounters.
19. Maintains information in a confidential and discreet manner.
20. Participates as an adjunct member of the Executive Team including assisting in scheduling meetings
21. Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
22. Ensures that the executive's bio is kept updated and responds to requests for materials regarding the executive and the organization in general
23. Edits and completes first drafts for written communications to external stake holders
24. Follows up on contacts made by the executive and supports the cultivation of ongoing relationships
25. Edits all, and creates acknowledgement letters from the executive to donors

OTHER JOB REQUIREMENTS: Special projects as assigned

SUPERVISORY RESPONSIBILITY: None

EDUCATION, CERTIFICATION, LICENSURE, REGISTRATION:

1. Bachelor's Degree, or Five years of related experience and/or training; or equivalent combination of education and experience.

EXPERIENCE, KNOWLEDGE, SKILLS and ABILITIES:

1. Minimum 5 years' experience supporting C-Level executives, preferably in a non-profit organization
2. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
3. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
4. Expert-level written and verbal communication skills
5. Demonstrated proactive approaches to problem-solving with strong decision-making capability
6. Emotional maturity
7. Highly resourceful team player, with the ability to also be extremely effective independently
8. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
9. Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
10. Forward-looking thinker, who actively seeks opportunities and proposes solutions
11. Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint)

REASONING ABILITY:

1. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
2. Ability to interpret a variety of instructions furnished in written, oral, or scheduled form.

INTERPERSONAL SKILLS:

1. Must interact and communicate both verbally and in written form.
2. Must interact and exchange information regarding patients with physicians and other departmental personnel, and outside agencies on a frequent basis while respecting the confidentiality of patient information.

PHYSICAL DEMANDS:

1. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
2. While performing the duties of this job, the employee is regularly required to talk or hear.
3. The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms.
4. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment described here are representative of those an employee encounters while performing the essential functions of this job. This position involves potential exposure to infectious diseases. Colleagues are offered appropriate vaccinations and safety training.

COMMENTS :

This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of the job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the duties at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

SAFETY SENSITIVE

This position is a Safety Sensitive Position. The essential functions, physical demands, and mental competencies of this job require the employee maintain the ability to work in a constant state of alertness in a safe manner.