Executive Assistant - Human Resources
Under limited supervision, provides operational coordination, administrative support, and project management under autonomous circumstances. Manages the day-to-day administrative and secretarial support activities of the office and supervises support staff as appropriate.
- Provides administrative support to one or more designated supervisor(s) and the office; pick up and distributes daily mail; maintains bulletin boards; and post memos, schedules, and all other pre-approved communications in established locations.
- Conducts special projects relating to an office's administrative operations at the direction of the designated supervisor(s).
- Interfaces with internal and external customers.
- Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation.
- Provides assistance and support to the office principal in problem solving, project planning and management, and development and execution of stated goals and objectives.
- Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
- Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
- Handles the disposition and/or resolution of individual problems and disputes involving physicians, staff, residents, and/or members of the general public, as they arise.
- Oversees the operation of office accounts, and plans and monitors expenditures; as appropriate, develops and/or coordinates budgets for the office and associated accounts.
- Oversees and administers the day-to-day activities of one or more specialized program initiatives for the unit, as assigned.
- Provides and/or oversees the provision of direct staff support to the office principal, to include greeting and assisting visitors, handling phone calls and inquiries, scheduling and maintaining calendars and travel arrangements, screening, analyzing, and preparing responses to incoming correspondence, handling day-to-day public relations and problem solving, and provision of transcription and word processing support.
- Assists in the coordination, supervision, and completion of special projects, as appropriate.
- Typically supervises administrative support staff.
- Provides highly confidential secretarial/office support functions for designated supervisor(s).
- Performs miscellaneous job-related duties as assigned.
- High school diploma or general education degree (GED); some college course work or a college degree and CPS (Certified Profession Secretary) by the IAAP (International Administration Association of Professionals) preferred.
MINIMUM WORK EXPERIENCE:
- A minimum of seven years of progressively responsible administrative support or office management experience (preferably in a health care setting); or completion of a vocational or certification from a recognized training program.
- Extensive knowledge of office methods and procedures, filing, telephone techniques, and office equipment, as well as English usage, spelling, grammar, and punctuation.
- Ability to perform secretarial and clerical duties with speed and accuracy in a self-directed environment.
- Requires intermediate level math skills.
- Requires advanced working knowledge of specified software (Word, Excel, PowerPoint, Outlook and Meditech).
- A minimum typing requirement of 60 words per minute.
- Ability to use independent judgment and to manage and impart confidential information.
- Strong interpersonal and communication skills and the ability to work effectively with a wide range of customers in a diverse environment.
- Ability to prepare, maintain and submit financial/budget documents.
- Ability to coordinate and organize meetings and/or special events.
- Prior supervisory experience.
- Knowledge of medical terminology preferred.
- Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
- Ability to plan, develop, and coordinate multiple projects.
- Knowledge of office management principles and procedures.
- Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
- Ability to analyze and solve problems.
- Conflict resolution and/or mediation skills.
- Ability to gather data, compile information, and prepare reports.
- Effective verbal and written communication skills