The Executive Assistant is responsible for performing a variety of administrative support functions for an assigned Vice President, Chief Medical Officer or Medical Chair as well as other department staff. Ensures the smooth and efficient operation of the office.Models appropriate behavior as exemplified in MLH Mission, Vision and Values.
High school graduate or equivalent.
Minimum of three years of progressive office administrative experience supporting senior leadership, directors or multiple managers.
One or two years of college.
Must be proficient in the Microsoft Office program (Word, Excel, PowerPoint, and Outlook) or programs as indicated in the specific function within the department.
Ability to understand and compose moderately complex written materials.
Ability to type at a moderately high speed (55-65 wpm).
Ability to work without close supervision, exercise independent judgment, and communicate effectively with high-level personnel where tact, diplomacy, and good judgment are essential.
Ability to organize multiple tasks and projects and maintain control of work flow.
Ability to operate standard office equipment.
Ability to perform basic arithmetic calculations as would be acquired through completion of high school.
Skill and proficiency in oral and written communication including spelling, grammar, punctuation, and composition.
Demonstrated organizational skills with ability to set priorities and meet deadlines.
Key Job Responsibilities
Performs a wide variety of administrative duties to support the work of the executive and staff.Answers the telephone and screens calls, processes incoming and outgoing mail, and forwards messages and correspondence to the appropriate staff.Prepares requisitions and orders supplies and equipment for the office; assures proper functioning of office equipment.Reviews mail of the executive and arranges essential mail in priority action order for the executive.
Assists executive in monitoring and controlling budget by maintaining expenses of office supplies, subscriptions, travel, etc. Maintains records on budget expenditures for assigned cost centers.
Proactively creates and maintains effective workflow and communications to accomplish the work of the office which includes the handling of a variety of projects and tasks simultaneously.
Acts as an administrative liaison for the executive and staff by making appropriate decisions in their absence.
Maintains confidentiality, tact and respect at all times.
Manages complex calendars, schedules and coordinates meetings and appointments and travel arrangements for the executive and staff.
Manages meeting materials and documentation, including agenda planning, note taking, synthesizing outcomes, and distribution of materials as well as follow-on action items.
Prepares and/or reviews, formats, and proofreads correspondence, reports, presentation materials, and other documents to ensure accuracy and completeness.
Establishes and maintains efficient filing systems for departmental and confidential materials.
The physical activities of this position may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.
Must have good balance and coordination.
The physical requirements of this position are: light work – exerting up to 25 lbs. of force occasionally and/or up to 10 lbs. of force frequently.
The Associate is required to have close visual acuity to perform an activity, such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; or extensive reading.
The conditions to which the Associate will be subject in this position: The Associate is not substantially exposed to adverse environmental conditions; job functions are typically performed under conditions such as those found in general office or administrative work.
Occasional travel to other facilities is required.
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