As a Senior Executive Assistant this position provides assistance to one or more Executives (President or Chief reporting to CEO) in the handling and recommendations of a variety of important and highly confidential administrative matters to include:

•             Monitor the following: (a) Executive’s calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the Executive on an ongoing basis (b) preparation for events, (c) travel arrangements for all Executive’s trips including itineraries and information as to where and how they may be contacted; ensure alternate Executive back up is in place during their absence.  Maintain and submit Executive’s miscellaneous monthly business expense reports.   Process dues, fees, membership subscriptions, seminar registration fees as required.  Review, submit invoices for payment.

•             Greet visitors arriving to meet Executive; assist with local accommodations or travel if required.

•             Review and prioritize all incoming internal and external mail.

•             Monitor emails for urgency - print, respond and/or prepare background info for more efficient response from Executive.

•             Prepare/update meeting presentations with the use of Power Point, Excel, Visio, etc.

•             Responsible for composing drafts and/or final copies of correspondence for Executive signature; research, coordinate data and prepare reports; transcribe dictation.  Maintain and establish all confidential records and files. Organize and update the storage and disposal of all confidential materials in accordance to System policy.

•             Analyze and evaluate all patient/customer complaints that are received either by written correspondence or phone call. Determine appropriate individuals to forward to but also give to Executive for awareness and review.  Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the Executive; and complete other duties as assigned.

•             Other various duties to include timekeeping for senior leadership assistants and/or staff; process security requests for system/facility access.  Provide direction or guidance to help resolve minor issues.  Be familiar with System Policies and Procedures and organizational structure. 

•             Alternate reviewer of Executive’s direct report’s expense reports including verification of all receipts and other required documentation are in order and in compliance with policy prior to forwarding to Executive for final approval.  Reconcile out of policy expense report submissions.

•             Prepare and distribute Leadership meeting agendas as required.

•             Meeting coordination, often complex, to include securing of space, AV needs and catering

•             Assist in preparing Executive’s and direct reports’ yearly performance reviews.

•             Act as back up for other Sr. Executive Assistants during their PTO/time away.

As a Senior Executive Assistant this position provides assistance to one or more Executives (President or Chief reporting to CEO) in the handling and recommendations of a variety of important and highly confidential administrative matters to include:

•             Monitor the following: (a) Executive’s calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the Executive on an ongoing basis (b) preparation for events, (c) travel arrangements for all Executive’s trips including itineraries and information as to where and how they may be contacted; ensure alternate Executive back up is in place during their absence.  Maintain and submit Executive’s miscellaneous monthly business expense reports.   Process dues, fees, membership subscriptions, seminar registration fees as required.  Review, submit invoices for payment.

•             Greet visitors arriving to meet Executive; assist with local accommodations or travel if required.

•             Review and prioritize all incoming internal and external mail.

•             Monitor emails for urgency - print, respond and/or prepare background info for more efficient response from Executive.

•             Prepare/update meeting presentations with the use of Power Point, Excel, Visio, etc.

•             Responsible for composing drafts and/or final copies of correspondence for Executive signature; research, coordinate data and prepare reports; transcribe dictation.  Maintain and establish all confidential records and files. Organize and update the storage and disposal of all confidential materials in accordance to System policy.

•             Analyze and evaluate all patient/customer complaints that are received either by written correspondence or phone call. Determine appropriate individuals to forward to but also give to Executive for awareness and review.  Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the Executive; and complete other duties as assigned.

•             Other various duties to include timekeeping for senior leadership assistants and/or staff; process security requests for system/facility access.  Provide direction or guidance to help resolve minor issues.  Be familiar with System Policies and Procedures and organizational structure. 

•             Alternate reviewer of Executive’s direct report’s expense reports including verification of all receipts and other required documentation are in order and in compliance with policy prior to forwarding to Executive for final approval.  Reconcile out of policy expense report submissions.

•             Prepare and distribute Leadership meeting agendas as required.

•             Meeting coordination, often complex, to include securing of space, AV needs and catering

•             Assist in preparing Executive’s and direct reports’ yearly performance reviews.

•             Act as back up for other Sr. Executive Assistants during their PTO/time away.

Education.

Associates Degree strongly preferred

Bachelor’s Degree preferred

Experience & Knowledge:

At least 8 years’ experience as Executive Assistant.

Knowledge of Hospital Policy and healthcare operations preferred.

Strong organizational, interpersonal and oral and written communication skills required to deal tactfully with all levels of employees within the organization.

Ability to complete tasks with minimal supervision

Ability to adjust to varying workloads

Ability to exercise judgment with confidential matters

Ability to meet deadlines and handle complex tasks with minimal supervision

Able to function in a fast paced environment and adjust to fluid schedules/calendars

Special Skills & Equipment Knowledge:

Exceptional typing and Microsoft office skills required.  Proficient in Microsoft Outlook, and PowerPoint and Excel required.  Familiar with Oracle, Kronos, and use of website and video teleconferencing technologies desired.

This role encounters Protected Health Information (PHI) as part of regular responsibilities. UH employees must abide by all requirements to safely and securely maintain PHI for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.