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Executive Assistant

Company:
CoreTechs, Inc.
Location:
Burlingame, California, United States
Posted:
December 06, 2016
Description:

Overview:

• Provides professional administrative support and ensures that the executives maintain a high level of responsiveness to the organization, while maintaining maximum availability. Uses initiative and discretion to complete a variety of executive level com.

Duties:

• Provides wide range of complex office administration and confidential administrative support, anticipating and planning for executives’ needs.

• Performs a wide variety of duties such as composing correspondence, editing letters/emails/memoranda/reports/presentations, filing, handling conference registration, preparing expense reports/forms, acts as liaison for Kronos time sheets, ordering office supplies, coding and processing expense reimbursements and invoices for payment in a timely matter.

• Provides significant executive support, ensuring a high level of responsiveness and availability is maintained at all times.

• Plans and organizes personal workload, ensuring that established priorities are met.

• Greets visitors and screens telephone calls, voice mails, and emails as appropriate; ascertains visitors’ and callers’ needs and tactfully refers to appropriate staff.

• Responds to inquiries regarding general administrative activities and refers more complex questions to appropriate staff.

• Schedules and coordinates meetings, clinical time and call schedules, conferences, retreats, interviews, dinners and appointments, and maintains business calendar for the executive he/she supports.

• Provides proactive visibility to scheduling conflicts and orchestrates early resolution.

• Completes travel arrangements as required on behalf of the executive.

• Routinely resolves problems and responds to inquiries independently, referring individuals appropriately and furnishing authorized information whenever possible.

• Effectively keeps the Executive informed of issues and events to affect positive outcomes or mitigate potentially negative situations.

• Uses discretion and confidentially in all contacts with internal staff and external constituents, utilizing a high degree of professionalism, good judgment and diplomacy.

• Prioritizes, routes, and processes incoming mail, personally responding to requests that can be handled independently.

• Creates memos, letters, reports, agendas, presentations, Visio charts based upon knowledge or organizational policies and procedures, tables, spreadsheets, forms, and other types of materials as needed.

• Maintains expense records and arranges reimbursements consistent with SH policies.

• Schedule and coordinate meeting materials for staff meetings and other high level meeting groups as assigned.

• Assists with organizing and coordinating the executive led meetings with agenda preparation in advance of each meeting.

• Maintains group rosters, Outlook distribution lists, SharePoint collaboration sites, and prepares meeting packets and onsite support.

• Travels with executive to meetings, as needed, in this support function.

• Arrives early for meetings to ensure room and equipment are set up.

• Assists with Special Projects

• Schedules and coordinates meeting and special events as needed.

• Maintains SharePoint Portal, Executive Collaboration Sites and assists with departmental administration as needed.

• Projects may be assigned or self-initiated when the need is apparent and approval is obtained.

• Prepares presentation materials for internal and external speaking engagements.

• Provides coverage and cross training in support of building expertise to create culture of cohesion and cooperation among busy administrative support staff.

• Assist with prioritization of workload and troubleshooting when appropriate. Responsible for ensuring adequate administrative support is provided at all times (e.g., during off-site meetings, conferences, illnesses, personal time off, etc.).

• Demonstrates commitment to quality through knowledge of its precepts, skillful workplace applications and continuous organizational improvement.

• Exhibits a customer/supplier philosophy that emphasizes both internal and external relationships; identifies both customer and supplier needs/expectations and strives to exceed them.

• Actively participates in, and encourages others to use creative and innovative approaches to accomplish tasks.

• Demonstrates responsibility for ongoing personal development, professional growth and continuing education.

• Performs duties in a self-directed manner with minimal supervision or direction.

• Ensures that routine and priority tasks are completed within established departmental timeframes.

• Essential abilities include competency with computer, laser printer, photocopier, fax machine, dictation equipment, and telephone with several lines.

• Follows safety procedures, operates equipment and performs job-related duties in a safe manner which prevents accidents from occurring.

Experience:

• Prior experience working in a large healthcare organization providing executive level administrative support, as typically acquired during 5-7 years in a similar position.

• Demonstrated ability to understand physician practices and governance while working with executive boards.

• Demonstrated professional experience in progressively responsible executive position.

• Demonstrated ability to manage multiple projects simultaneously, positively handle contacts with public dignitaries and board chairs, effectively maintain office organization and work flow systems that accommodate rapidly changing priorities.

• Proven ability to operate in an integrated system.

• Significant experience working with electronic calendaring and mail systems.

• Extensive experience with Microsoft Office suite of products, related tools and techniques.

Knowledge:

• Expert knowledge of the English language including correct use of spelling, grammar and punctuation is required, as well as the ability to compose business correspondences.

• Thorough knowledge of healthcare, corporate organizations and document review.

• In-depth knowledge of office machines (printers, copiers, faxes, etc.), related software programs and telephone systems.

• General knowledge of Sutter Health procedures and policies is desirable.

Skills:

• Excellent oral, written and interpersonal communication skills, demonstrating excellent guest relations and problem solving skills.

• Skilled in meeting, event and agenda planning.

• Demonstrated ability to effectively establish priorities and meet deadlines when receiving work from more than one person.

• Proven ability to be detail oriented, self-directed and able to work with minimal supervision.

• Strong problem identification, analytical, problem resolution, persuasion and negotiation skills.

• Advanced skills in word processing and business letter writing with the demonstrated capability to type 65 wpm.

• Must have demonstrated ability to deal with extremely confidential information, and demonstrate tact, and high level of professionalism.

• Proven ability to transcribe from dictation equipment and take meeting minutes.

• Possess high ethical standards; ability to exercise discretion and trustworthiness

• Ability to perform under pressure and in a very dynamic environment with a high degree of composure, initiative and motivation

• Strong organizational and prioritization skills with the ability to manage several project simultaneously

Special Requirements:

• Must have current driver’s license and be insurable to travel by car. Position requires some travel and may require flexible hours.