Sr Executive Assistant

Job Requirements

POSITION SUMMARY:

The Sr. Executive Assistant is required to maintain high quality work standards and possess the ability

to handle confidential information with sensitivity in a highly professional manner. Contributing an array

of additional administrative duties, and various support functions, to assist with the achievement of

corporate and/or organization goals.

Primary Accountabilites

• Manages inquiries and requests related to confidential and sensitive corporate information and
  
  

communications while maintaining a superior diplomatic and a professional and mature

approach to business.

• Demonstrates a high level of professionalism and positively represents the positions of report at
  
  

meetings, community events or fundraisers as needed and performs other community relations

activities.

• Interacts with management staff, board members, medical staff, fellow associates, vendors and
  
  

other guests in a highly professional manner. Demonstrates ability to work independently with

assertiveness, mediate conflicts, and deal effectively with stressful situations.

• Assures the smooth operation of the administrative office by ensuring efficient operation and
  
  

maintenance of office technology, establishing office procedures, catering, prioritizes work to

include general administrative duties (i.e., accurate processing of invoices, check requests,

filing, faxing, typing letters, agendas and presentations, ordering office

supplies/equipment/materials, distributing and/or distribution of mail for administration, and

typing and/or data entry into monthly and other reports and forms).

• May schedule, attend, record and maintain minutes for the Board of Director's Committee
  
  

meetings as needed. Assists with preparation of Board packets (compiling reports, editing for

format, content, assembly and timely distribution). Makes appropriate arrangements for catering

needs, and cleanup. Completes, distributes and maintains correspondence. Also attends other

senior executive meetings and records minutes as requested. Meeting minutes transcribed

according to Health First policy.

• Manages schedule/calendar and ensures scheduling conflicts are resolved in a timely manner.
  
  

Assembles materials for reports and meetings. Maintains and updates file systems and mailing

lists for area of responsibility as applicable (administrative and Board files).

• Coordinates special events, seminars, marketing, leadership retreats, conferences, luncheons,
  
  

special programs, Health First workshops, and associate special functions and recognition

events. Negotiates with outside vendors for cost effective corporate travel, catering, office

expenses, and general administrative overhead.

• Maintains a clean, neat and professionally organized work area. Serves as a resource to others
  
  

in the organization and to external customers. Coordinates travel and conference arrangements

as needed. Proactively makes suggestions to improve process workflow or enhance customer

satisfaction for Administration.

• Acts as a role model/mentor to other administrative staff and interacts confidentially and
  
  

courteously with others. Performs administrative duties and acts with administrative authority as

required.

• May be responsible for accurately processing and maintaining time and attendance on the
  
  

Kronos System for area of responsibility. May assist with the budget tracking process (including

monthly operating expense report), gathers supporting data for input into budget preparation

and monitors monthly expenses to budget.

• Other duties as assigned or specified by area of responsibility (e.g. safety and security, etc.).
  
  

Work Experience

MINIMUM QUALIFICATIONS:

• Education: Associate’s degree in relevant field.
• Work Experience: Five (5) years of executive administration experience.
• Licensure: None
• Certification: None
• Work Experience In Lieu of Education: Seven (7) years of executive administration
  
  

experience.

• Skills/Knowledge/Abilities:
• High quality work standards and ability to handle confidential information sensitively in a
  
  

highly professional manner.

• Prior success of working in a fast paced, extremely demanding environment while
  
  

adhering to tight deadlines and strict confidentiality requirements.

• Ability to work competently with senior executives and Board members.
• Excellent organizational skills and continual attention to detail.
• Excellent grammar, spelling and accuracy.
• Excellent interpersonal relations and communication (written and verbal) skills.
• Excellent organizational and leadership skills.
• Highly motivated and able to interact favorably with people and work as a team member
• Presents self in a professional manner.
• Executes and maintains notary commission for the corporate office.
• Personal computer knowledge necessary with proficiency in electronic mail packages
  
  

and various computer applications.

• Good working knowledge of various types of office equipment.
• Knowledge of quality assurance and quality control procedures.
• Ability to work flexible hours or work extended hours or weekends to fulfill job duties.
  
  

Preffered Qualifications

• Work Experience: Previous healthcare experience.
• Certification: Relevant administrative certification(s).
  
  

Physical Requirements

• Majority of time involves sitting or standing; occasional walking, bending, and stooping.
• Long periods of computer time or at workstation.
• Light work that may include lifting or moving objects up to 20 pounds with or without assistance.
• May be exposed to inside environments with varied temperatures, air quality, lighting and/or low
  
  

to moderate noise.

• Communicating with others to exchange information.
• Visual acuity and hand-eye coordination to perform tasks.
• Workspace may vary from open to confined.
• May require travel to various facilities within and beyond county perimeter; may require use of
  
  

personal vehicle.

Benefits

ABOUT HEALTH FIRST

At Health First, diversity and inclusion are essential for our continued growth and evolution. Working together, we strive to build and nurture a culture that recognizes, encourages, and respects the diverse voices of our associates. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more collaborative work environment that delivers better results. As an organization, it fuels our innovation and connects us closer to our associates, customers, and the communities we serve.

Schedule : Full-Time