Executive Assistant

Job Summary The Executive Assistant is responsible to perform a variety of administrative tasks that directly support the Sr. Leadership for WMCHealth Network. The position provides high level administrative support for legal services. Responsibilities Answer all incoming telephone calls for legal department and route them accordingly. Coordinate and/or arrange meetings, conference calls, travel schedule and schedule interviews. Maintain multiple calendars of appointments, ensuring the attorney is appraised of all appointments and changes, as well as matters requiring immediate attention. Maintain executive team contracts and keep contacts up to date for hospital contacts and physicians. Manage communication and correspondence as well as greeting visitors and maintaining office supplies for the department. Collaborate with several internal departments on a daily basis to facilitate a smooth flow of information. Prepare word documents, mail merge and excel spreadsheets as requested. Create/print additional reports as needed by leadership team. Complete additional special projects as assigned. Manage and distribute information within the department which includes taking memos and maintaining files. Perform all secretarial tasks for one or more Attorney. Assist with execution of contracts on a daily basis and maintain appropriate contact with all internal departments for status inquiries on contracts. Gather appropriate materials from the attorney and other administrative support staff to respond to routine inquires as appropriate. Open and screen mail, answer routine mail independently and route other mail with background material as necessary. Prepare and file legal documents for court proceedings as needed. Coordinate vacation schedules among administrative support staff to ensure that adequate secretarial coverage is provided. Qualifications/Requirements Experience: Minimum of 2-4 years of prior administrative experience and minimum of 1 year experience working within a law firm is preferred but not required. Education: Bachelor’s degree, or equivalent work experience, required. Licenses / Certifications: N/A Other: N/A Special Requirements Proficiency in Outlook and MS Word, to include advanced formatting and red-lining. Proficient grammar and writing skills to efficiently proof and edit documentation; strong attention to detail is essential. Gather appropriate materials from the attorney and other administrative support staff to respond to routine inquires as appropriate. Ability to manipulate pdf documents and use associated software tools such as pdf Convertor and Adobe reader. Creative and persistent problem solver. Ability to multi -task and prioritize workload in a fast-pace environment. Ability to work pro-actively and with little supervision. Excellent organization, written and communication skills required. Strong interpersonal skills to handle sensitive situations and confidential information. #J-18808-Ljbffr