Sr Executive Assistant - Administration

Description

Become part of an inclusive organization with over 40,000 diverse employees, whose mission is to improve the health and well-being of the unique communities we serve.

Summary

Serves as the Senior Executive Assistant to the Administration offices supporting the President & CEO, Senior Vice President, Patient Care Services (CNO), Senior Vice President, Chief Financial Officer, and Vice President Clinical Operations. Manages all of the administrative office functions and works independently on projects. Coordinates schedules, meetings, events, documents, special projects and travel logistics to ensure the executive office functions seamlessly. Functions as an integral and visible partner within the executive's office. Requires awareness, diplomacy, sound judgement, confidentiality, and timely action to ensure that the department runs smoothly and effectively.

Responsibilities

1. Provides high-level support to the Administration Department.

2. Prepares correspondence and other material requiring considerable judgement while maintaining confidentiality. Gathers and reports on defined executive operational metrics. Develops documents and communication for various requests, reports, letters, and resolving routine problems.

3. Coordinates meetings, manages schedules, makes appointments, and provides other general assistance as required. When necessary, adjusts schedules, and manages follow through.

4. Participates in Administration meetings through preparation of agendas, documents, and general recordkeeping.

5. Serves as a gatekeeper and point of contact among leaders, teammates, providers, and other partners. Manages information flow in a timely and accurate manner. Uses discretion when sharing potentially sensitive information. Refers information requests appropriately. Responds to and resolves administrative inquiries and questions. Prioritizes and completes routine and special projects in a timely manner.

6. Screens phone calls; takes and delivers accurate messages; responds to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

7. Completes projects and special assignments by establishing objectives; determining priorities, managing time, garnering cooperation of others; monitoring progress, problem-solving; making adjustments to plans. Ability to establish priorities and coordinate work activities.

8. Knowledgeable in the organization's policies and procedures relevant to the executive's area of expertise. Serves as a resource to teammates. Communicates policy changes and other information deemed appropriate. May coordinate the copying/distribution and storage of policies/procedures, and appropriately archives outdated documents. Ability to establish priorities and coordinate work activities.

9. Performs complex Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives on behalf of the organization. This includes creating/ updating spreadsheets and compiling presentations. Exhibits strong attention to detail, ability to adapt to daily schedules, routines, and a focus on efficiency without sacrificing quality.

10. Ensures meetings are equipped with necessary technical equipment and that it is functioning properly. May transcribe dictation, as needed.

11. Acts as a liaison and provides support to the Board of Directors. Arranges all logistics for Board Meetings and events. Schedules meetings, drafts agendas, develops, compiles, and distributes presentation materials and records meeting minutes. Adheres to compliance with applicable rules and regulations set in bylaws regarding Board matters.

12. Assists in the budget formulation for the executives' area as appropriate.

13. Maintains travel and continuing education expense records. Coordinates and arranges travel including the approvals, pre-payments and confirmation of related travel, lodging. Prepares invoices and expense reports.

14. Supports and promotes various executive or hospital programs and initiatives.

15. Supports executives with external duties related to membership and service on committees/boards of professional organizations.

16. Provides coverage and backup for other executive assistant to support the efficiency and smooth operation of the executive leadership team.

17. Performs additional duties as assigned by the Administration Department.

Other information

Education

Associates degree or higher preferred.

Licensure/Certification

None.

Experience

Five or more years of experience in an executive or administrative assistant role preferred.

Knowledge, Skills and Abilities

• Ability to communicate and collaborate professionally with executives, providers, leaders, teammates, outside agencies, high-profile contacts, and the general public as an extension of senior leadership.

• Adept at prioritizing multiple tasks/competing events and making optimal use of available time.

• Ability to work independently, problem solve and think quickly in rapidly changing situations.

• Exceptional organizational skills and impeccable attention to detail.

• Ability to manage highly sensitive information and maintain confidentiality.

• Excellent knowledge of sentence structure, proper grammar, punctuation and spelling.

• Highly proficient with MS Office (Outlook, Word, Excel, PowerPoint), virtual meeting technology and able to learn new software rapidly.

Valid NC Driver's License: No

If driving a Wayne UNC Vehicle, must be 21 years old and MVR must be approved by Risk Management.

Job Details

Legal Employer: Wayne Health

Entity: Wayne UNC Health Care

Organization Unit: Administration

Work Type: Full Time

Standard Hours Per Week: 40.00

Work Assignment Type: Onsite

Work Schedule: Day Job

Location of Job: WAYNE MED

Exempt From Overtime: Exempt: No

Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.