Executive Assistant

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

          Joy                         Care                      Competence                    Respect

Position Summary

Provides executive level support for HSHS executives and the board of directors. May also provide administrative support for governance activities and other areas. Performs office work directly related to Administration. Maintains daily scheduling, travel, and meetings for executive team members.

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

High school diploma or equivalent and three years of clerical or other related experience may be considered in lieu of education.

1 year of executive or administrative assistant experience is required.

N/A

Demonstrated written communication skills.

Strong verbal communication and listening skills.

Friendly and service oriented.

Ability to drive multiple projects to successful completion and to work within tight timeframes to meet strict deadlines.

Demonstrated ability to maintain confidential information.

Demonstrates excellent judgment and decision-making skills.

Experience with governance or board of directors.

Answers and screens telephone calls, greets visitors, receives inquiries, makes appropriate referrals, schedules appointments and meetings as appropriate, refers inquiries to other administrative personnel, resolves problems and answers questions personally when possible.

Takes dictation and transcribes letters, memos, and all other correspondence for leadership, as well as sorts, opens and distributes mail.

Composes letters for signature, composes meeting notices, agendas, and other communication as directed.

Reviews outgoing materials to ensure completeness and accuracy.

Maintains records and files on contracts, administrative personnel, correspondence, and minutes of meetings.

Maintains the schedule and calendar, arranges travel and accommodations relative to outside functions for assigned leader(s).

Interacts with other departments and members of the management team relative to arrangements, meetings, and issues to be brought to the attention of the leader.

Works with other assistants in administration when work overload occurs or coverage is necessary.

May assist with processing and creating ID badges as needed.

Coordinates supply orders and manages distribution of supply inventory once received.

May provide support with various projects and requests, including cross-functional requests and needs.

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