Executive Assistant 2

4 weeks ago

Baton Rouge, United States Franciscan Missionaries of Our Lady Health System Full time
Job Description

The Executive Assistant relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. The position relies on experience and judgment to accomplish responsibilities, works under minimal supervision, while creativity is expected to perform the job, and may lead and direct the work of others.

Responsibilities

  1. Document & Data Management:
    1. All correspondence, records, minutes and other documents are classified, sorted, filed and purged in accordance to policy as evidenced by files kept in an organized manner and easy retrieval of information upon request at all times.
    2. Maintains open communication with System staff and other facility administrations and provides information as requested or needed, as evidenced by lack of complaints.
    3. Meetings are organized effectively, materials distributed, and dietary services and audio-visual equipment coordinated as appropriate without meeting delays at all times.
    4. Minutes from meetings are accurately typed and distributed prior to meetings, meetings are scheduled and placed on appropriate calendars without scheduling conflict; attends other administrative meetings as requested.
  2. Filing & Organization:
    1. Presentations and documents are designed, formatted and created using advanced features of MS Office applications (Word, Excel, Power Point).
    2. Internal and external presentation and proposals are prepared on behalf of assigned executive(s) within specified deadlines.
    3. Internal and external meeting arrangements, including invitation and registration process, facilities, catering and logistics as well as travel and hotel arrangements are efficiently coordinated as needed.
  3. Telephone & Scheduling Management:
    1. Assistance is provided to assigned executive(s) in time management, ensuring that meetings begin and end on time, building travel time into schedule, and minimizing interruptions.
    2. The assigned executive's calendar is effectively maintained, scheduling and confirming appointments, determining priorities independently or in consultation with executive. Maintains schedules in an orderly manner. Makes all travel arrangements for meetings, trips, and conferences.
    3. As gatekeeper for the assigned executive, efficiently screens visitors, calls, requests, and inquiries and responds within set timeframes or refers to appropriate party, schedules meeting or call, and contacts are followed up as appropriate.
    4. Ensures telephone coverage at all times during regular working hours; paperwork is handled promptly and efficiently, and visitors are directed to the appropriate person/department.
    5. Telephone calls are courteously and accurately handled and messages given on behalf of the Executive staff as appropriate, as evidenced by lack of customer complaints.
  4. Executive Support:
    1. Visitors, staff, physicians, consultants, and any other individual on behalf of the Executive Administration are addressed with in a professional and orderly manner; no complaints from customers.
    2. All necessary arrangements for assigned executive staff, visiting FMOL staff, consultants and other assigned individuals are appropriately arranged to ensure attendance at programs/seminars as required.
    3. Appropriately and effectively communicates pertinent information, meeting schedules, travel arrangements, etc to the Executive Team at all times.
  5. Other Duties as Assigned:
    1. Other duties as assigned are completed.
    2. Acts as a backup for other Executive Assistants as needed.


Qualifications

  • 3 yrs exp in a senior leadership level secretarial/administrative assistant position.
  • High school diploma or its equivalent
  • Proficient in MS Office applications. Exemplary interpersonal skills, discretion, mature demeanor, professional presence.

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