Executive Assistant II

Novant Health•Greensboro, NC

About The Position

The Executive Assistant II provides both administrative and clerical support to the department, either as part of a team or individually to ensure the administration and smooth running of departmental business. Serves as resource to staff. Job Relationships: Reports to and receives assignments from SVP and EVP level. What You'll Do Communication: Greet and assist visitors to the department. Answer all incoming telephone calls routing each caller to the appropriate place and providing accurate information in a courteous manner. Type all correspondence for leader: memos, letters, minutes, agendas, etc. Coordination of Meetings: Maintain calendars for executives. Arrange Meetings and/or events as well as conferences, conference calls and video conferences. Contact participants, check for availability. Set date, time, place and reserve venue. Arrange set-up/catering/entertainment when necessary. Arrange for audio visual needs. When necessary, plan and coordinate travel arrangements. Contact travel agent, hotel, seminar, etc. Coordinate final arrangements. Attend assigned meetings, record minutes and maintain meeting attendance records. Financial: Submit requests for disbursement to Accounts Payable. File Expense Reports. Collect invoices for department services, if applicable. Develop, monitor and reconcile the budget. Board of Directors Responsibilities: Prepares agendas, presentations and minutes for Board of Directors meetings and provides follow-up. Maintains all Board-related documents and records. Files Management: Maintain an organized filing system to easily access information as needed. Supplies Management: Order supplies and maintain inventory for department. Complete requisition and send to Purchasing Department or vendor. Receive and distribute supplies. Presentations: Collect and organize material to be presented in final form. Assist with electronic presentations to include charts, tables, graphs, PowerPoint and other reports What We're Looking For

Requirements

High School Diploma or GED, required.
Four years of administrative support experience, required.
Ability to effectively communicate with physicians and hospital staff.
Ability to use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases
Ability to successfully complete generic and department-specific skills validation and competency testing.

Nice To Haves

4 Year / Bachelors Degree, preferred.
Healthcare administrative support experience, preferred.

Responsibilities

Greet and assist visitors to the department.
Answer all incoming telephone calls routing each caller to the appropriate place and providing accurate information in a courteous manner.
Type all correspondence for leader: memos, letters, minutes, agendas, etc.
Maintain calendars for executives.
Arrange Meetings and/or events as well as conferences, conference calls and video conferences.
Contact participants, check for availability.
Set date, time, place and reserve venue.
Arrange set-up/catering/entertainment when necessary.
Arrange for audio visual needs.
When necessary, plan and coordinate travel arrangements.
Contact travel agent, hotel, seminar, etc.
Coordinate final arrangements.
Attend assigned meetings, record minutes and maintain meeting attendance records.
Submit requests for disbursement to Accounts Payable.
File Expense Reports.
Collect invoices for department services, if applicable.
Develop, monitor and reconcile the budget.
Prepares agendas, presentations and minutes for Board of Directors meetings and provides follow-up.
Maintains all Board-related documents and records.
Maintain an organized filing system to easily access information as needed.
Order supplies and maintain inventory for department.
Complete requisition and send to Purchasing Department or vendor.
Receive and distribute supplies.
Collect and organize material to be presented in final form.
Assist with electronic presentations to include charts, tables, graphs, PowerPoint and other reports