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Executive Assistant

2 months ago

Greenville, United States Vidant Health Full time
Job Description

ECU Health

About ECU Health Medical Center

ECU Health Medical Center, one of four academic medical centers in North Carolina, is the 974-bed flagship hospital for ECU Health and serves as the primary teaching hospital for The Brody School of Medicine at East Carolina University. ECU Health Medical Center has achieved Magnet® designation twice and provides acute and intermediate care, rehabilitation and outpatient health services to a 29-county region that is home to more than 1.4 million people.

Position Summary

The Executive Assistant provides services essential to the mission of the organization and the day-to-day operation of the Executive's office. This individual also provides support to the organization's Board Committees and other special committees and task forces as determined by the Executive. This position also supports the activities of the executive, maintaining positive, professional relations with partners, colleagues and other organizational contacts made in the normal course of conducting ECU Health work.

Responsibilities
  • Manages the day-to-day administrative affairs of the Executive's office. Schedules all appointments and other commitments while providing background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc.
  • Maintains an efficient flow of information between all levels of the Executive's internal and external contacts on a wide spectrum of the organization's plans and priorities. Relieves the executive of routine details while exercising initiative, and independent judgment and decisions making.
  • Screens incoming calls, determining nature of call and whether or not it requires the attention of the Executive. Responds to the caller directly based on knowledge of the Executive's scope in terms of functions, policies, priorities, availability, etc. The assistant acts as liaison for outside contacts and a resource for Board and Committee members.
  • Processes all incoming correspondence, prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Drafts responses and other documents for the Executive's signature based on knowledge of activities, interests, priorities, issues, etc.
  • Reviews, proofreads, and formats all correspondence prepared for the Executive's signature to ensure accuracy and completeness, as well as consistency with organizational policy.
  • Follows up with staff to ensure deadlines are met. Reviews other prepared documents requiring the Executive's signature, such as purchase orders, leave requests, expense reports, contracts, etc.
  • Makes and reviews all travel arrangements; prepares the itinerary, confirms lodging and transportation, and processes travel reconciliation of expenses and advances.
  • Where applicable, prepares and distributes relevant materials to Board Committees in advance of meetings. Takes minutes at Board Committee meetings and provides support to Board committees as needed; acts as custodian for all official meeting records. Interacts with Board Committees as needed to support the organization and its priorities; keeps the executive abreast of circumstances and issues that influence the work of the division and related Board and/or Committee.
  • Coordinates ongoing maintenance of office property and oversees repairs when necessary. Submits work orders to building maintenance staff.
  • Responds to and maintains confidential and sensitive information with poise, tact, and diplomacy; always projecting a professional image.
  • May supervise and coordinate other Administrative Services roles in support of the Executive Team.
  • Conducts market research as needed to aid executive and staff in making important business decisions.
  • Ensures client satisfaction with organizational services provided.
  • Monitors annual budgets and coordinates leaders within the Executive's scope in preparing monthly updates and projections.
  • Performs special project assignments as requested, including service on various committees, compilation of survey/report data, development of presentations, and creation of special summaries and reports.
  • Performs other duties as assigned and needed to effect the work of the Executive's office.
  • Maintains files used by the Executive Office and corporate files of the organization, modifying when necessary and applying ECU Health rules pertaining to retention and disposition
Minimum Requirements
  • High School or higher with two additional years of education required. Degree in Secretarial Science or Business Administration required. Baccalaureate degree preferred- or higher; healthcare experience preferred.
  • Three to five years of executive level administrative support required.
  • An additional four years of experience beyond the required three to five years may be substituted for the required two years of education.
Required Experience
  • Demonstrated ability to work with executives and to coordinate a high volume of diverse assignments and project management, effectively handle competing priorities, and maintain attention to detail.
  • Proficiency in use of Microsoft office applications including Word, Excel, and PowerPoint; ability to learn organization's database, content management system, and other software as needed.
  • Meticulous grammar, editing, writing, presentation and communication skills.
  • Demonstrated ability to maintain confidentiality and use good judgment in making independent decisions with a high degree of tact and diplomacy.

Other Information

Location - On-site Greenville, NC