Executive Administrative Assistant

Job Description

Job Description

Job Description:

An Executive Administrative Assistant will provide high-level administrative support to Executive Leadership in the workplace. Primary responsibilities include executive-level calendar management, email prioritization, executive requests, and other administrative duties. This position requires someone who has excellent verbal communication skills, good judgment, and strong time management skills in order to meet deadlines.

Job Requirements:

• Under limited supervision, provides personal and administrative support services such as preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects as assigned.
• Reviews and screens visitors and telephone calls, ascertains callers' needs, and tactfully refers callers to appropriate personnel.
• Maintain confidentiality and discretion when working with executives who deal with sensitive information.
• Prioritize Executive Leadership assignments.
• Assists the Executive Leadership by providing highly advanced, diversified, and confidential administrative and secretarial support.
• Manages Executive Leadership schedules.
• Exercises latitude for independent judgment and initiative to maximize office efficiency and accuracy of communications, schedules, meetings, maintaining management's business calendars, conferences, appointments, interviews, and data gathering and analysis.
• Provides advanced administrative support to the Executive Leadership, which requires high-level interaction with Board members, physicians, City, State, and Federal officials, university officials, community leaders, executive management from other hospitals, and top management groups to discuss the status of various issues and to exchange highly confidential and sensitive information.
• Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data, and so forth, often dealing with executives, medical staff, or influential outsiders.
• Performs a wide variety of typing duties such as composing correspondence and preparing forms, records, schedules, and so forth that are confidential in nature.
• Ensures the Executive Leadership responds in a timely manner to communications and communicates with the Executive Leadership.
• In the absence of or as directed by Executive Leadership, it is often required to relay confidential or sensitive information.
• Arranges and coordinates catering for business meetings, corporate gatherings, and get-togethers.
• Accurately collecting and reporting on all credit card expenses, as well as working with the accounting team to accurately report on a monthly basis.
• Outline meeting agendas and take meeting minutes.

Qualifications:

• Associate's degree in Secretarial Science or related area, or the equivalent level of knowledge gained through education and/or experience – preferred.
• Three years of progressively more responsible related experience, including the performance of all secretarial/administrative duties for key management personnel.
• Interpersonal skills necessary in order to effectively communicate with a diverse group of influential external and internal callers and visitors, often dealing with sensitive/highly confidential matters.
• Analytical skills necessary in order to handle semi-complex administrative details, such as preparing special non-recurring reports by combining confidential data from several sources and scheduling and handling the administrative/secretarial needs of the supervisor.
• Detail-oriented and able to effectively communicate.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Experience:

• Paralegal: 1 year (Preferred)
• Calendar management for multiple executives: 3 years (Required)
• Executive administrative support: 4 years (Required)

License/Certification:

• Paralegal Certificate (Preferred)

Ability to Commute:

• Bloomfield Hills, MI 48302 (Required)

Work Location: In person