St. Peter's Health
Job Description
Executive Assistant will provide high level support to St. Peter’s Chief Executives. Duties and responsibilities, in a very busy and fast‑paced office environment, which includes multiple phone calls and visits from the public, physicians, and staff, include but are not limited to:
Support Executives in planning, directing, managing and coordinating day‑to‑day business activities
Facilitate the Executives accessibility and open lines of communication
Maintain Executives calendar, screen incoming telephone calls and greet visitors
Coordinate meeting and conference schedules
Answer/screen telephone calls, arrange conference calls, manage call back list
Read and route incoming mail, prepare e‑mail and correspondence as needed
Compose and format documentation including letters, briefing books, communications to staff and staff meeting minutes using shorthand, hand‑written notes, dictation, etc.
Initiate travel arrangements, create detailed itineraries
Plan and manage events
Coordinate a variety of resources, obtain information for special projects
Create presentations and maintain spreadsheets and databases
Maintain issue‑specific files
Prepare, review and track invoices and expense reports
Purchase and maintain supplies and materials
Executive Assistant works with minimal supervision, exercising independent judgment and maintaining confidentiality. The Executive Assistant understands the requirement for flexibility and accommodates shifting priorities while representing and supporting the Executives in planning, directing, managing and coordinating St. Peter’s views and interests. Represents the Executives to the public, staff and physicians and communicates in a professional manner. In addition to day to day responsibilities, manages multiple large projects and works cooperatively with co‑workers. Attends and takes minutes for multiple meetings during regular business hours and occasionally for meetings that are early morning and evenings.
Qualifications Knowledge / Experience At least five years progressively responsible administrative support experience required. Five years at an executive support level preferred. Advance typing skills. Possess demonstrated ability to use advanced functions of word process required. Demonstrated ability to use and manage advanced functions of calendars/schedules as well as provide other administrative support such as filing/copying/mail management. Must possess advanced grammar and spelling knowledge and shorthand skills for executive correspondence, meeting minutes, and staff communication. Demonstrated ability of intermediate computer and software skills using Microsoft Word, Excel and PowerPoint. Skills/Qualifications: Travel Logistics, Scheduling, Informing Others, Presentation Skills, Self‑Confidence, Meeting Management, Client Relationships, Written Communication, Promoting Process Improvement, Decision Making, Administrative Writing Skills.
Education Bachelor’s Degree preferred.
License / Certification / Registry None
Aptitudes
Demonstrated ability to communicate in a professional and courteous manner with customers and co‑workers
Demonstrated ability to effectively communicate with supervisors on their status of work, progress towards completion, barriers encountered, and other important aspects for a successful outcome
Demonstrated ability to manage multiple complex tasks accurately and within the assigned time period
Demonstrated ability to work independently with minimal direction, perform detailed assignments, and accurately compile information
Demonstrated ability to create and edit electronic documents using Microsoft Word, Excel, and PowerPoint
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Administrative
Industries Hospitals and Health Care
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Support Executives in planning, directing, managing and coordinating day‑to‑day business activities
Facilitate the Executives accessibility and open lines of communication
Maintain Executives calendar, screen incoming telephone calls and greet visitors
Coordinate meeting and conference schedules
Answer/screen telephone calls, arrange conference calls, manage call back list
Read and route incoming mail, prepare e‑mail and correspondence as needed
Compose and format documentation including letters, briefing books, communications to staff and staff meeting minutes using shorthand, hand‑written notes, dictation, etc.
Initiate travel arrangements, create detailed itineraries
Plan and manage events
Coordinate a variety of resources, obtain information for special projects
Create presentations and maintain spreadsheets and databases
Maintain issue‑specific files
Prepare, review and track invoices and expense reports
Purchase and maintain supplies and materials
Executive Assistant works with minimal supervision, exercising independent judgment and maintaining confidentiality. The Executive Assistant understands the requirement for flexibility and accommodates shifting priorities while representing and supporting the Executives in planning, directing, managing and coordinating St. Peter’s views and interests. Represents the Executives to the public, staff and physicians and communicates in a professional manner. In addition to day to day responsibilities, manages multiple large projects and works cooperatively with co‑workers. Attends and takes minutes for multiple meetings during regular business hours and occasionally for meetings that are early morning and evenings.
Qualifications Knowledge / Experience At least five years progressively responsible administrative support experience required. Five years at an executive support level preferred. Advance typing skills. Possess demonstrated ability to use advanced functions of word process required. Demonstrated ability to use and manage advanced functions of calendars/schedules as well as provide other administrative support such as filing/copying/mail management. Must possess advanced grammar and spelling knowledge and shorthand skills for executive correspondence, meeting minutes, and staff communication. Demonstrated ability of intermediate computer and software skills using Microsoft Word, Excel and PowerPoint. Skills/Qualifications: Travel Logistics, Scheduling, Informing Others, Presentation Skills, Self‑Confidence, Meeting Management, Client Relationships, Written Communication, Promoting Process Improvement, Decision Making, Administrative Writing Skills.
Education Bachelor’s Degree preferred.
License / Certification / Registry None
Aptitudes
Demonstrated ability to communicate in a professional and courteous manner with customers and co‑workers
Demonstrated ability to effectively communicate with supervisors on their status of work, progress towards completion, barriers encountered, and other important aspects for a successful outcome
Demonstrated ability to manage multiple complex tasks accurately and within the assigned time period
Demonstrated ability to work independently with minimal direction, perform detailed assignments, and accurately compile information
Demonstrated ability to create and edit electronic documents using Microsoft Word, Excel, and PowerPoint
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Administrative
Industries Hospitals and Health Care
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