Executive Assistant, Medicine
University Hospitals, Cleveland, OH, United States
Job Description - Executive Assistant, Medicine (260002FC)
Overview
This position enhances the effectiveness of an executive by providing assistance, information management support and representing the executive to others. This individual handles and recommends disposition of a variety of important and highly confidential administrative matters. What You Will Do
Facilitates communication with and for the executive; answers phones, greets visitors, establishes warmth and credibility, acts as point of contact between executive and employees/clients Monitors: (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, board meetings, etc. (c) travel arrangements for all trips including itineraries and information as to where and how the Executive may be contacted. Reviews incoming internal and external mail; determines the significance and plans their appropriate distribution. Monitors emails for urgency - prints, responds and/or prepares background info for more efficient response as directed or requested. Prepares/updates PowerPoint presentations. Assists in preparation/revisions of speeches/remarks. Gathers background information when necessary for Board, Committee meetings, and other events. Manages administrative projects and duties as may be necessary. Responsible for composing drafts and/or final copies of correspondence for signature; researches, coordinates data and prepares reports; transcribes dictation. Maintains and establishes all confidential records and files. Organizes and updates the storage and disposal of all confidential materials. Maintains and submits miscellaneous monthly invoices/statements for reimbursement when requested. Evaluates and directs to appropriate leaders complaints that are received either by written correspondence or phone call. Determines appropriate individuals to forward to but also gives to Executive for their review. Fields special requests; researches and analyzes unusual situations; acts on emergencies; anticipates special needs of the Executive. Leads assistant of senior leadership’s reports which includes coordinating PTO requests to ensure adequate coverage, helping to resolve or advise on minor issues, overseeing projects that cross senior leaders, etc. Prepares agendas, minutes, reports and materials as requested. Processes payroll for leadership team. Additional Responsibilities
Performs other duties as assigned. Complies with all policies and standards. For specific duties and responsibilities, refer to documentation provided by the department during orientation. Must abide by all requirements to safely and securely maintain Protected Health Information (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. Education
Associate's Degree (Preferred) Bachelor's Degree (Preferred) Work Experience
5+ years of experience in an Executive Administrative Assistant role or customer service environment. (Required) Knowledge, Skills, & Abilities
Knowledge of policies and the organization structure. (Required proficiency) Exceptional typing, dictation and Microsoft office skills. (Required proficiency) Strong organizational, interpersonal, oral and written communication skills to deal tactfully with all levels of management both within and outside the organization. (Required proficiency) Ability to handle confidential information at all times. (Required proficiency) Ability to complete tasks with minimal supervision and with a proactive approach. (Required proficiency) Ability to adjust to varying workloads & prioritize work. (Required proficiency) Physical Demands
Standing Occasionally Walking Occasionally Sitting Constantly Lifting Rarely up to 20 lbs Carrying Rarely up to 20 lbs Pushing Rarely up to 20 lbs Pulling Rarely up to 20 lbs Climbing Rarely up to 20 lbs Balancing Rarely Stooping Rarely Kneeling Rarely Crouching Rarely Crawling Rarely Reaching Rarely Handling Occasionally Grasping Occasionally Feeling Rarely Talking Constantly Hearing Constantly Repetitive Motions Frequently Eye/Hand/Foot Coordination Frequently Travel Requirements
10%
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This position enhances the effectiveness of an executive by providing assistance, information management support and representing the executive to others. This individual handles and recommends disposition of a variety of important and highly confidential administrative matters. What You Will Do
Facilitates communication with and for the executive; answers phones, greets visitors, establishes warmth and credibility, acts as point of contact between executive and employees/clients Monitors: (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, board meetings, etc. (c) travel arrangements for all trips including itineraries and information as to where and how the Executive may be contacted. Reviews incoming internal and external mail; determines the significance and plans their appropriate distribution. Monitors emails for urgency - prints, responds and/or prepares background info for more efficient response as directed or requested. Prepares/updates PowerPoint presentations. Assists in preparation/revisions of speeches/remarks. Gathers background information when necessary for Board, Committee meetings, and other events. Manages administrative projects and duties as may be necessary. Responsible for composing drafts and/or final copies of correspondence for signature; researches, coordinates data and prepares reports; transcribes dictation. Maintains and establishes all confidential records and files. Organizes and updates the storage and disposal of all confidential materials. Maintains and submits miscellaneous monthly invoices/statements for reimbursement when requested. Evaluates and directs to appropriate leaders complaints that are received either by written correspondence or phone call. Determines appropriate individuals to forward to but also gives to Executive for their review. Fields special requests; researches and analyzes unusual situations; acts on emergencies; anticipates special needs of the Executive. Leads assistant of senior leadership’s reports which includes coordinating PTO requests to ensure adequate coverage, helping to resolve or advise on minor issues, overseeing projects that cross senior leaders, etc. Prepares agendas, minutes, reports and materials as requested. Processes payroll for leadership team. Additional Responsibilities
Performs other duties as assigned. Complies with all policies and standards. For specific duties and responsibilities, refer to documentation provided by the department during orientation. Must abide by all requirements to safely and securely maintain Protected Health Information (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. Education
Associate's Degree (Preferred) Bachelor's Degree (Preferred) Work Experience
5+ years of experience in an Executive Administrative Assistant role or customer service environment. (Required) Knowledge, Skills, & Abilities
Knowledge of policies and the organization structure. (Required proficiency) Exceptional typing, dictation and Microsoft office skills. (Required proficiency) Strong organizational, interpersonal, oral and written communication skills to deal tactfully with all levels of management both within and outside the organization. (Required proficiency) Ability to handle confidential information at all times. (Required proficiency) Ability to complete tasks with minimal supervision and with a proactive approach. (Required proficiency) Ability to adjust to varying workloads & prioritize work. (Required proficiency) Physical Demands
Standing Occasionally Walking Occasionally Sitting Constantly Lifting Rarely up to 20 lbs Carrying Rarely up to 20 lbs Pushing Rarely up to 20 lbs Pulling Rarely up to 20 lbs Climbing Rarely up to 20 lbs Balancing Rarely Stooping Rarely Kneeling Rarely Crouching Rarely Crawling Rarely Reaching Rarely Handling Occasionally Grasping Occasionally Feeling Rarely Talking Constantly Hearing Constantly Repetitive Motions Frequently Eye/Hand/Foot Coordination Frequently Travel Requirements
10%
#J-18808-Ljbffr