Executive Assistant I

OhioHealth•Columbus, OH

About The Position

The Executive Assistant I professionally represents OhioHealth when greeting internal customers, clients, guests, and vendors. The role supports an executive, leader, or department by performing a range of administrative duties that help leadership serve the organization’s strategic goals. The person in this position is expected to be polished, articulate, forward-thinking, able to anticipate needs, and capable of solving problems quickly and accurately. Responsibilities include managing complex calendars for more than one executive or business leader; organizing and prioritizing communications; preparing correspondence and presentation materials; coordinating meetings and related logistics; processing fiscal and travel transactions; using organizational technologies and enterprise systems; maintaining paper and electronic records; protecting confidential information; and supporting projects. The role may also involve mentoring administrative staff and providing general office support. As part of a High Reliability Organization, the position requires attention to safety, quality, and efficiency. The job profile is not exhaustive and may change.

Requirements

High school diploma or GED.
Three to five years of progressive office experience or demonstrated related administrative experience.
Ability to manage complex calendars and prioritize appointments and meetings for multiple leaders.
Ability to communicate professionally, manage correspondence and information requests, and prepare written and presentation materials.
Ability to coordinate meetings and handle fiscal, travel, and expense processes.
Ability to use office software, enterprise software systems, and organizational technologies.
Ability to securely manage confidential information and follow records-retention and information-security policies.
Critical-thinking, problem-solving, organizational, and service-delivery skills.

Responsibilities

Manage complex and strategic calendars for more than one executive or business leader, including scheduling, time management, and prioritizing appointments and meetings.
Review, organize, and prioritize executives’ email; greet callers; receive and screen calls; manage and delegate information requests; and prepare correspondence, presentations, memos, research, and proofreading using MS Office or other software.
Create and manage agendas and meeting invitations; coordinate catering; gather and distribute meeting materials; arrange audio/visual needs; and take minutes as needed.
Process purchase orders, travel and expense reports, mileage, and travel cash advances accurately and on time, coordinating with Accounts Payable, Procurement, and other fiscal offices as appropriate.
Use enterprise software systems such as PeopleSoft or Workday and stay current with organizational technologies; operate specialty software and provide guidance to executives as needed.
Organize and retrieve paper and electronic records, coordinate network or shared drives, securely manage confidential information, follow records-retention policies, and arrange long-term storage as appropriate.
Anticipate executive needs; provide responsive service to customers, peers, and OhioHealth associates; and balance autonomy with teamwork when supporting multiple leaders.
Protect privacy and information security and follow applicable policies, procedures, standards, and guidelines.
Lead or assist with projects as required, using critical thinking and reasoning to identify alternative solutions or approaches to problems.
Help develop and mentor additional administrative staff when required by the position.
Provide general office support, including answering and directing calls, greeting visitors, managing email on behalf of leaders, ordering supplies, coordinating office equipment maintenance and repair, organizing and cleaning kitchen or breakroom areas, and distributing mail.
Perform other duties as assigned or required.
Maintain focus on safety, quality, and efficiency while performing job duties.