Executive Administrative Assistant - Dean McGee Oklahoma Health Center

OU Health•Oklahoma City, OK

About The Position

General Description: Provide essential administrative support to OU Health Executives (Vice President or above) ensuring streamlined daily operations. Essential Responsibilities: Maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizes appointments/meetings according to the topic and executive availability Handles sensitive/confidential information requiring high level of discretion and confidentiality. Acts as point of contact and welcomes guests by greeting them, answering, and/or directing inquiries. Prepares documents and outgoing communications as necessary. Completes, reviews, and processes expense reports, invoices, etc. Books travel arrangements, both domestic and international travel. Creates professional PowerPoint presentations and presentation materials from conceptual ideas Manages assigned projects to timely completion and prepares progress reports, as required Takes accurate minutes at assigned meetings, as requested Performs advanced administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc. Reviews, distributes, and responds to correspondence. Performs a variety of other administrative tasks including reporting and tracking information. Interacts with executives at all levels, as needed, in a timely and professional manner. Understands when to escalate issues and barriers to ability to complete work assignments. Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary. Coordinates ordering and distribution of supplies and handles problems concerning material received Assists with other clerical functions when needed Performs other duties as assigned

Requirements

Bachelor’s degree required.
3 – 5 years of Executive Administrative Assistant experience required.
General knowledge of office procedures and equipment.
Must have a basic knowledge of the principles of accounting with basic arithmetic skills of multiplication, division and percentages.
Good general written communication skills to include spelling, grammar and punctuation.
Will need advanced interpersonal skills for interaction with employees, clients and customers.
General computer skills with some spreadsheet knowledge.
Ability to maintain and handle confidential information appropriately.
Typing/keyboarding skills sufficient to meet the requirements of the position.

Responsibilities

Maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizes appointments/meetings according to the topic and executive availability
Handles sensitive/confidential information requiring high level of discretion and confidentiality.
Acts as point of contact and welcomes guests by greeting them, answering, and/or directing inquiries.
Prepares documents and outgoing communications as necessary.
Completes, reviews, and processes expense reports, invoices, etc.
Books travel arrangements, both domestic and international travel.
Creates professional PowerPoint presentations and presentation materials from conceptual ideas
Manages assigned projects to timely completion and prepares progress reports, as required
Takes accurate minutes at assigned meetings, as requested
Performs advanced administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc.
Reviews, distributes, and responds to correspondence.
Performs a variety of other administrative tasks including reporting and tracking information.
Interacts with executives at all levels, as needed, in a timely and professional manner.
Understands when to escalate issues and barriers to ability to complete work assignments.
Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary.
Coordinates ordering and distribution of supplies and handles problems concerning material received
Assists with other clerical functions when needed
Performs other duties as assigned