Senior Executive Assistant - Non-Exempt

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Four years of high level Administrative Experience OR Associate's Degree AND Two years of high level Executive Office Experience OR Bachelor's Degree.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's Degree in Business Administration, Health Administration preferred

EXPERIENCE:

1. Work experience in a health care and medical environment preferred.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Works independently to initiate and complete Executive support functions for senior/executive leadership. Acts independently as a representative to hospital leadership.

2. Responds to requests for information from a variety of senior/executive level leaders.

3. Independently screens phone and face to face requests for the senior/executive leadership of WVUH.

4. Works independently to assist in the coordination/scheduling for their senior/executive including scheduling of standing meetings, responding to requests for meetings as requested

5. Meets all assigned deadlines.

6. Assist senior/executive develop and gather data for specific projects.

7. Collects agenda items, prepares agenda and composes minutes as requested. Collects information and creates reports from established data and/or departments.

8. Establish and maintains office files and records and assembles information from these and other sources. Archives files independently as appropriate.

9. Prints meeting materials and prepares meeting folders for internal and external meetings of the senior/executive leadership.

10. Researches and compiles information as requested from senior/executive.

11. Works independently drafting personal and business correspondence, letter and memos as requested. Proofreads all typed correspondence prior to submittal or distribution.

12. Compiles accurate statistical, financial or unit activity data for department as assigned.

13. Coordinates travel arrangements as needed and prepares travel reimbursement for signature.

14. Participates in cross-training with all support other support staff in hospital.

15. Prioritizes mail, messages, inquiries, etc. for senior/executive's action or response.

16. Works with management to coordinate and identify educational and training opportunities.

17. Represents executive and organization in a positive way.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. The position takes a high degree of concentration both mentally in quick turnaround of written material (data collection reports, timely correspondence [response turnaround anticipated the same day], etc.) and also in responding to receiving and screening of callers via the phone and/or in person, as well as in coordinating of events that require constant time commitment and good organizational skills. Must be mentally alert and responsive.

2. Ability to sit for long periods of time.

3. Ability to lift, push or pull 10-15 pounds.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Strong computer skills, communication skills, organization skills, and transcription are required. Knowledge of basic business principles and the ability to utilize Microsoft Office and database applications as appropriate.

SKILLS AND ABILITIES:

1. Maintains a high level of confidentiality at all times.

2. Ability to work independently and exercise good judgment with exemplary attention to detail.

3. Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives.

4. Strong oral presentation and critical thinking skills required.

5. Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the senior/executive.