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Executive Assistant

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Our client is one of the country’s most dynamic health care organizations, centered on improving health outcomes, making high-quality care more accessible and lowering health care costs. They are nationally recognized as a great place to work and the best health system to work for in the United States. News & World Report, Newsweek, and other national quality ratings. With its groundbreaking Center for Virtual Health and a focus on population health and value-based care, they are shaping the future of health care.

We are looking for individuals to join our client’s team as Executive Assistant. This role is to provide administrative support to the Vice President, and staff as required. attends meetings and takes and types minutes, composes agenda, drafts and types of correspondence, schedules meetings, maintains up to date filing systems, screens incoming calls and takes accurate telephone messages.
Schedules and manages complex calendars and schedules
Coordinates and leads special projects
Prepare comprehensive reports, presentations and other documents
Conducts research and provides briefings for meetings and events.
Applies independent judgement to prioritize and manage tasks in a fast-paced environment
Handles confidential and complex information with discretion.
Analyze administrative procedures and make recommendations for improvement.
Screens correspondence/mail, sorts and prioritizes, bringing items for immediate action to VP’s attention.
Helps the Department managerial staff to achieve pre-determined goals and objectives for the Department.
Schedules meetings including notifying attendees, reserving rooms, arranging meals and refreshments, equipment and other support materials.
Prepares requisitions and maintains supply inventory and materials, checks receipts for incoming materials, and processes invoices for payment.
Make travel reservations, orders tickets, make and confirms lodging and airline reservations, and prepare travel advance and expense reports.
Audits and maintains monthly budget sheets for accuracy.
May supervise or provide guidance to other administrative staff within the department
Performs assigned work safely, adheres to safety rules and practices, and reports any unsafe activities, conditions, hazards or safety violations that may cause injury to oneself, other employees, patients and visitors.
Four years clerical or secretarial experience
Knowledge of business office practices.
Knowledge of clerical methods and techniques.
Proficient in Microsoft Office products – Word, Excel, PowerPoint, Outlook
Knowledge of office equipment and machines.
Knowledge of medical terminology
Knowledge of departmental policies, procedures, and operations.
Ability to use personal computer using word processing, spreadsheet and database programs to enter, store, and retrieve information.
Ability to maintain confidential and sensitive information and materials.
Frequent contact with departmental personnel, executive staff members, and other hospital employees to coordinate and disseminate departmental information and facilitate departmental operation
Frequent need for close visual attention in using a personal computer for extended periods. Reasonable accommodations may be made to enable a person with disabilities to perform the principal duties and responsibilities.

Education/Training/Certifications
High School diploma or equivalent required.
Completion of a program in secretarial science or related field preferred.

Shift: 7 am start time; 6 hours per shift

Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or other characteristics protected by law.