Executive Assistant

Job Responsibilities:

• Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules and so forth that are confidential in nature and may require taking and transcribing shorthand and/or Dictaphone dictation.
• Assists in preparing complex, confidential administrative reports, statements, rosters, and so forth, performs difficult data and/or information gathering, computes complex calculations and drafts and prepares special reports/analyses for review by supervisor.
• Reviews and screens visitors and telephone calls, ascertains callers' needs and tactfully refers callers to appropriate personnel.
• Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).
• 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, trustees or influential outsiders. In absence of, or as directed by supervisor, is often required to relay confidential or sensitive information.

Skills:

• Ability to read and write in order to proof and edit nonroutine reports, correspondence and the like for sentence structure and readability as well as draft correspondence and reports, perform semicomplex arithmetic calculations when preparing administrative reports, monitoring budgets and the like, and develop and oversee maintenance of recordkeeping and filing systems at a level normally acquired through completion of two years of business school.
• Ability to type complex tables, forms, reports and the like from rough draft or dictation at 50 w.p.m. and use one or more software packages.
• Approximately five to seven (5-7) years OF progressively more responsible related work experience necessary in order to gain in-depth understanding of organizational policies, procedures, and operations in order to assume a variety of high-level administrative details including arranging meetings and conferences without prior clearance, answering semicomplex correspondence, assembling highly confidential and sensitive information, answering questions of influential callers and so forth.
• 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 semicomplex administrative details such as preparing special non-recurring reports by combining confidential data from several sources and scheduling and handling administrative/secretarial needs of supervisor.
• Must meet or exceed core customer service responsibilities, standards and behaviors as outlined in the HFHS’ Customer Service Policy and summarized below: Communication, Ownership, Understanding, Motivation, Sensitivity, Excellence, Teamwork, Respect
• Must practice the customer skills as provided through on-going training and in-services.
• Must possess the following personal qualities: Be self-directed, Be flexible and committed to the team concept, Demonstrate teamwork, initiative and willingness to learn, Be open to new learning experiences, Accepts and respects diversity without judgment, Demonstrates customer service values

Education/Experience:

• High School Diploma/G.E.D. required in order to compose and prepare a variety of confidential reports, tables, memorandums, etc.
• Associates Degree in business or a secretarial field from a business school or college preferred.