Senior Executive Assistant
Saint Francis Health System, Tulsa, OK, United States
Job Summary
Performs administrative duties for assigned executive(s) who are either part of C‑Suite or Presidents of respective hospital. Draft agendas, letters, PowerPoints, and other documents as needed to ensure executive maximizes their time and focus on executive functions. Manage schedules, appointments, meetings, conference calls, and virtual meetings. Work requires analysis, use of initiative and independent judgment, with access to confidential and highly complex information. Person in this position is knowledgeable of corporate policy, understanding the needs of the organization and anticipating the needs and actions needed of the executive. In short, the Senior Executive Assistant serves as an extension of the executive. Minimum Education
High School Diploma or GED. Advanced education, such as an associate's degree in a related field, is preferred. Licensure, Registration and/or Certification
None. Work Experience
5+ years of professional experience with progressive responsibility in providing executive level support in a professional office setting; healthcare experience is a strong plus. Knowledge, Skills and Abilities
Proven ability to work professionally with executive level management, both within the company and other organizations. Ability to work effectively with teams and individuals at all levels within the organization. Ability to facilitate timely resolution of sensitive business issues. Proficient in Microsoft Word, Excel, PowerPoint and Outlook, Teams, and OneDrive, with the ability to create, edit, and manage documents, spreadsheets, presentations, and shared files effectively. Proficient with office machines and equipment. Ability to be independent, self‑starter with little or no direction and make decisions when appropriate. Excellent telephone skills and strong interpersonal communication skills. Ability to multi‑task with minimum instruction and follow‑up and be flexible/adaptable to change. Highly organized and detail oriented. Essential Functions and Responsibilities
Prepares reports, directives and highly confidential correspondence. Composes and edits correspondence, striving for accuracy, content and professionalism. Drafts responses to letters for executive approval, while striving to develop the writing style of the executive, incorporating as much as possible. Meets deadlines as required. Assists in ensuring deadlines for regulatory matters are met by the executive. Facilitates interaction vertically and horizontally within the organization. Manages heavy, high‑volume scheduling, including coordinating multiple calendars, prioritizing competing demands, and adjusting rapidly to changes. Maintains and coordinates business/social events and departmental schedules. Consults, coordinates and prioritizes daily activities with the executive(s) in an effort to assist in time management, allowing for maximum preparation, efficiency and strategic focus by the executive. Coordinates and assists in the preparation of business meetings and social events, internal and external. Researches, compiles and documents essential data. Maintains department records, including highly confidential files. Prepares and tracks expense reports and various vendor payments. Coordinates and participates in departmental special projects. Takes initiative in providing customer service. Decision Making
Independent judgment in making decisions involving non‑routine problems under general supervision. Working Relationships
Serves as a liaison between executive(s) and internal and external associates. Works directly with patients and/or internal/external customers, leaders and employees. Works with other healthcare professionals and staff. Interaction with Board of Directors and Trustees for the SFHS. Works with other healthcare professionals and staff. Supplemental Information
This document generally describes the essential functions of the job and the physical demands required to perform the job. This compilation of essential functions and physical demands is not all inclusive nor does it prohibit the assignment of additional duties. Tulsa, Oklahoma 74136 EOE Protected Veterans/Disability
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Performs administrative duties for assigned executive(s) who are either part of C‑Suite or Presidents of respective hospital. Draft agendas, letters, PowerPoints, and other documents as needed to ensure executive maximizes their time and focus on executive functions. Manage schedules, appointments, meetings, conference calls, and virtual meetings. Work requires analysis, use of initiative and independent judgment, with access to confidential and highly complex information. Person in this position is knowledgeable of corporate policy, understanding the needs of the organization and anticipating the needs and actions needed of the executive. In short, the Senior Executive Assistant serves as an extension of the executive. Minimum Education
High School Diploma or GED. Advanced education, such as an associate's degree in a related field, is preferred. Licensure, Registration and/or Certification
None. Work Experience
5+ years of professional experience with progressive responsibility in providing executive level support in a professional office setting; healthcare experience is a strong plus. Knowledge, Skills and Abilities
Proven ability to work professionally with executive level management, both within the company and other organizations. Ability to work effectively with teams and individuals at all levels within the organization. Ability to facilitate timely resolution of sensitive business issues. Proficient in Microsoft Word, Excel, PowerPoint and Outlook, Teams, and OneDrive, with the ability to create, edit, and manage documents, spreadsheets, presentations, and shared files effectively. Proficient with office machines and equipment. Ability to be independent, self‑starter with little or no direction and make decisions when appropriate. Excellent telephone skills and strong interpersonal communication skills. Ability to multi‑task with minimum instruction and follow‑up and be flexible/adaptable to change. Highly organized and detail oriented. Essential Functions and Responsibilities
Prepares reports, directives and highly confidential correspondence. Composes and edits correspondence, striving for accuracy, content and professionalism. Drafts responses to letters for executive approval, while striving to develop the writing style of the executive, incorporating as much as possible. Meets deadlines as required. Assists in ensuring deadlines for regulatory matters are met by the executive. Facilitates interaction vertically and horizontally within the organization. Manages heavy, high‑volume scheduling, including coordinating multiple calendars, prioritizing competing demands, and adjusting rapidly to changes. Maintains and coordinates business/social events and departmental schedules. Consults, coordinates and prioritizes daily activities with the executive(s) in an effort to assist in time management, allowing for maximum preparation, efficiency and strategic focus by the executive. Coordinates and assists in the preparation of business meetings and social events, internal and external. Researches, compiles and documents essential data. Maintains department records, including highly confidential files. Prepares and tracks expense reports and various vendor payments. Coordinates and participates in departmental special projects. Takes initiative in providing customer service. Decision Making
Independent judgment in making decisions involving non‑routine problems under general supervision. Working Relationships
Serves as a liaison between executive(s) and internal and external associates. Works directly with patients and/or internal/external customers, leaders and employees. Works with other healthcare professionals and staff. Interaction with Board of Directors and Trustees for the SFHS. Works with other healthcare professionals and staff. Supplemental Information
This document generally describes the essential functions of the job and the physical demands required to perform the job. This compilation of essential functions and physical demands is not all inclusive nor does it prohibit the assignment of additional duties. Tulsa, Oklahoma 74136 EOE Protected Veterans/Disability
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