Executive Assistant

J  o  b    D  e  s  c  r  i  p  t  i  o  n

          Joy                         Care                      Competence                    Respect

Position Summary

The Executive Assistant provides high-level administrative support to member(s) of the HSHS executive leadership team.  The position requires the ability to anticipate needs, think critically and offer solutions to issues with a high level of professionalism and confidentiality.  This role will enable critical decision making, manage information flow and driving forward of special projects that impact the overall strategic direction of HSHS.  This role requires discretion, independent judgment, and a deep understanding of organizational goals, procedures, and operations.

Bachelor’s degree in business administration, communications or a related field is required. 

High School Diploma or equivalent plus 5 years of high-level administrative experience may be considered in lieu of education. 

3 years of executive level or high-level administrative experience is required. 

N/A

Excellent verbal and written communication skills.

Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to meet deadlines.

Able to function in a fast paced and at times a stressful environment.

High level of proficiency with Microsoft Office Suite.

Manages schedules, including proactive planning and prioritization of meetings, events and travel.  Makes judgements and recommendations to ensure smooth day-to-day engagements.

Completes a broad variety of administrative tasks that allows the executive to effectively lead the organization including assisting with special projects, design and produce complex documents, reports and presentations.

Schedules and attends meetings on behalf of the executive, taking notes and recording minutes.

Handles expense reports, budgeting tasks, timecard approvals and invoice processing on behalf of the executive.

Coordinate and supports the preparation of board meetings and other high-level events.

Conducts research, complies data and prepares materials to support executive level decision making.

Collaborates with HR, Finance, Legal and operations departments to support policy implementation, compliance and process improvement.

Acts as a partner with the executive and handles confidential information and other matters of significance.

Prioritizes and respond to emails, calls, and requests on behalf of the executive.

Use discretion in handling sensitive colleague or organizational information.

Possess the information, skill, and understanding of the work to be performed.  Actively participates in continuing education opportunities and maintains certifications, licensure as appropriate.

Abides by all safety requirements including demonstrating proper hand hygiene and wearing of Personal Protective Equipment (PPE), if applicable. 

Complies with all standards, policies and procedures including dress code, attendance and punctuality.  Attends required in-services and meetings and completes all mandatory competencies by deadline. Commits to keeping all patient, student or colleague information confidential and maintains ongoing communication and collaboration with team members. 

The purpose of this job description is to provide a summary of the major responsibilities performed by colleagues in this position. Colleagues may be requested to perform tasks other than those specifically presented in this job description.  Variances in job duties performed may exist between facilities, and colleagues may perform other related duties as assigned to meet the needs of the organization.

PHYSICAL, MENTAL AND ENVIRONMENTAL REQUIREMENTS

Physical, Mental and Environmental Requirements Category:

Administrative

Standing

X

Walking

X

Sitting

X

Lifting

X

20 lbs.

Carrying

X

20 lbs.

Pushing

X

20 lbs.

Pulling

X

20 lbs.

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Use of Hands/Dexterity

X

Talking

X

Hearing

X

Eye/Hand/Foot Coordination

X

Extreme Cold

X

Extreme Heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Other