Executive Assistant

3 days ago

Providence, United States University Medicine Full time

SUMMARY:

Provides support to senior management by performing various administrative duties.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Consistently applies the Brown Medicine values of patient care priority, dignity, collaboration, integrity and quality in support of the Medicine mission to deliver compassionate, high-quality patient care, research excellence and outstanding physician education. Is responsible for knowing and acting in accordance with the Brown Physicians Inc. Compliance Program and Code of Conduct.

Consistently practices the Brown Medicine Customer Service Standards.

  • Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.

  • Attend meetings and keep minutes

  • Receive and screen phone calls and redirect them when appropriate

  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)

  • Make travel arrangements for executives

  • Handle confidential documents ensuring they remain secure

  • Prepare invoices or financial statements and provide assistance in bookkeeping

  • Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders

  • Maintain electronic and paper records ensuring information is organized and easily accessible

  • Conduct research and prepare presentations or reports as assigned

  • Ongoing organizational skills to maintain daily operations, perform special projects, produce recurring reports and triage tasks needing completion.

  • Prepares a variety of materials including correspondence, medical and statistical reports and presentations. Corrects grammar and punctuation, edits for content and revises wording at own discretion. May use dictation equipment.

  • Composes rough and final drafts of correspondence and reports according to own knowledge of situation; signs routine correspondence in own name.

  • Designs and prepares new forms as needed.

  • Answers telephone and receives visitors.

  • schedules, investigates problems and resolves matters within scope of own authority.

  • Maintains departmental files electronically as well as paper.

  • Assumes major responsibility for recurring programs or special projects, utilizing a wide range of knowledge and exercising judgment in seeing project to its completion. Examples include monthly reports, retreats, seminars, social events, etc.

  • Liaise between executives and employees/clients.

  • Operates office machines such as computer, calculator, photocopier, dictation equipment, scanner, fax and shredder.

  • Maintains patient and Brown Medicine confidentiality at all times.

  • Demonstrates flexibility to perform duties wherever volume deems it necessary within the office.

BASIC KNOWLEDGE:

  • Associate Degree in Business Administration required (Bachelor’s degree preferred)

  • 5+ years’ administrative experience

  • Proven experience as executive secretary or similar administrative role.

  • The ability to exercise good judgment in the performance of daily duties.

  • Proficient word processing skills in order to prepare a variety of materials.

  • Excellent knowledge of grammar, punctuation and spelling to correct and edit written materials; understanding of medical terminology is most often required.

  • High level of organizational skills.

  • Highly proficient in Microsoft Word, including Excel and PowerPoint. Ability to ensure quality and accuracy of materials.

  • Willing to learn and access billing software if necessary.

  • High level of interpersonal skills to effectively represent supervisor in interactions with all levels of personnel internally and externally.

  • The ability to operate a variety of office equipment.

EXPERIENCE:

Minimum of two years’ experience, preferably in a medical environment.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work is performed in a typical office setting requiring extended periods of sitting, standing and walking. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

INDEPENDENT ACTION:

Work is performed under general supervision, with some independent judgment exercised in determining priorities.

SUPERVISORY RESPONSIBILITY:

None.

EOE/F/M/Vet/Disabled

Employees are required to be vaccinated against COVID as a condition of employment, subject to accommodation for medical exemptions.

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