Executive Assistant to Leadership Team

3 weeks ago

Cartersville, United States Piedmont Healthcare Full time

JOB PURPOSE:

Under minimal supervision, but in accordance with established policies and procedures, provides

secretarial and administrative services for Entity C-Suite (CNO, COO, CMO, CFO) or VP. Ensures most

efficient use of leader's time, anticipates leader's needs and initiates action to prepare necessary items.

Coordinates and follows-up on administrative activities and/or special projects. Organizes, prepares, and

reviews administrative reports and may assist in preparation of reports and presentations. This position

has access to and regularly works with information of the most sensitive, highly confidential, strategic and

critical nature. The scope and complexity of this position is such that the Executive Associate is regularly

dealing with diverse matters which require extensive knowledge of leader's area of responsibility.

MINIMUM EDUCATION REQUIRED:

High school diploma or equivalent required.

MINIMUM EXPERIENCE REQUIRED:

Five (5) years of administrative support experience.

MINIMUM LICENSURE/CERTIFICATION REQUIRED BY LAW:

None.

ADDITIONAL QUALIFICATIONS:

* Previous experience supporting executives preferred.
* Thorough knowledge of record keeping procedures.
* Ability to manage multiple calendars and meeting rooms.
* Considerable knowledge of office systems and procedures.
* Ability to use all standard office equipment including personal computers, Microsoft Office, Word,

Excel and PowerPoint.

* Excellent typing skills.
* Analytical skills sufficient to determine operational and logistical needs within functions accountable to

the position and ability to recommend to supervisor methods of fulfilling those needs.

* Superior ability to communicate effectively both in writing and orally, in person and by telephone.

KEY RESPONSIBILITIES:

1. General office administration duties to include, but not limited to: mail processing, ordering and

managing supplies, scheduling appointments and maintaining executive's calendar, making travel

arrangements, etc.

2. Gathers information and prepares reports, project materials and composes documents to include

determining appropriate responses to requests for information, composing correspondence on own

initiative about administrative matters and general office policies for the Executive's approval.

Reviewing material prepared for Executive to ensure typographical accuracy, format, conformance

with procedures and internal consistency. Ensures proper approvals have been obtained for various

types of correspondence. Prepares standard and special or one-time reports, summarizes or replies

to inquiries, selecting relevant information from a variety of sources such as reports, documents,

correspondence or other departments. Creates, maintains, updates and reconciles various types of

documents, such as organizational charts, contact lists, vendor contacts, routine reports, etc.

3. May assist the Executive in the development and monitoring of budgets, ensuring that all financial

allocations and expenditures are in accordance with guidelines. May track all budget activity and

generate financial and administrative reports and records.

4. Interfaces with key executives, vendors and external parties to provide support and solve problems.

Identifies pertinent information and brings it to the attention of the necessary parties (e.g., complaints

or issues).

5. Performs other related duties as assigned or directed to meet the goals and objectives of the

department and the institution.

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