University Hospitals Pain Management is hiring: Executive Assistant, Otolaryngol

A Brief Overview

This position enhances the effectiveness of an executive by providing assistance, information management support and representing the executive to others. This individual handles and recommends disposition of a variety of important and highly confidential administrative matters.

What You Will Do

• Facilitates communication with and for the executive; answers phones, greets visitors, establishes warmth and credibility, acts as point of contact between executive and employees/clients
• Monitor the executive’s calendar to ensure a smooth flowing schedule, appointments, and events to be attended or conducted by the Executive on an ongoing basis; manage preparation for events, board meetings, etc.; arrange travel for all trips including itineraries and contact information for the Executive
• Review incoming internal and external mail; determine significance and plan appropriate distribution
• Monitor emails for urgency; print, respond, and/or prepare background information for more efficient responses as directed or requested
• Prepare/update PowerPoint presentations
• Assist in preparation and revisions of speeches/remarks; gather background information for Board, Committee meetings, and other events
• Manage administrative projects and duties as necessary
• Compose drafts and/or final copies of correspondence for signature; research, coordinate data, and prepare reports; transcribe dictation; maintain and establish confidential records and files; organize and update storage and disposal of all confidential materials; submit miscellaneous monthly invoices/statements for reimbursement when requested
• Evaluate and direct to appropriate leader complaints received by written correspondence or phone; determine appropriate individuals to forward to and provide to the Executive for review; field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the Executive
• Lead Assistant for senior leadership reports, coordinating PTO requests to ensure adequate coverage, helping resolve or advise on minor issues, and overseeing cross-leader projects
• Prepare agendas, minutes, reports and materials as requested
• Process payroll for leadership team

Additional Responsibilities

• Performs other duties as assigned
• Complies with all policies and standards
• For specific duties and responsibilities, refer to documentation provided by the department during orientation
• Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures address appropriate use of PHI in the workplace