Executive Assistant - Legal Risk Management - Ave North

Christiana Care Health Services•Wilmington, DE

3d•Onsite

About The Position

Christiana Care is looking for a full-time Executive Assistant to provide executive level administrative support to the Deputy General Counsel and VP, Risk Management. To coordinate the overall endeavors of the Department of Legal/Risk Management in a professional and efficient manner ensuring confidentiality of all matters. Primary point of contact for internal and external interactions. Provide departmental coordination activities including, but not limited to scheduling, team workforce management and administration. ChristianaCare is a nonprofit health system with a mission of service. We believe that the key to providing truly excellent health care is to partner with our patients and their families, building a system of care that is effective, affordable, and valuable to everyone who is touched by it.

Requirements

High emotional intelligence
Excellent interpersonal skills
Management of highly confidential information
High level of organizational skill in office management
Excellent writing ability
Collegial work style
Excellent diplomatic skills and ability to be discreet; excellent judgment
Self-starter personality; able to function with minimal supervision
Capacity to work in fast-paced environment
Respond appropriately to sensitive and sometimes controversial matters
Skill in the use of Microsoft Office software
Skill in use of internet search engines
Skill maintaining accurate filing systems
High School diploma or equivalent required.
Four years clerical or secretarial experience.

Nice To Haves

Completion of a program in secretarial science or related field preferred.
Experience working in a legal environment is preferred

Responsibilities

Provides support to the Deputy General Counsel and Vice President, Risk Management.; attends meetings and takes and types minutes, composes agenda, drafts and types correspondence, schedules meetings, maintains up to date filing systems, screens incoming calls and takes accurate telephone messages.
Schedules and manages calendars for attorneys and risk managers using e-mail calendar system and provides all pertinent information needed for scheduled appointments.
Anticipates attorneys and risk managers’ needs and provides assistance to ensure manager is prepared for daily activities.
Anticipates VP’s needs and provides assistance to ensure manager is prepared for daily activities.
Research, compile and analyze information to support executive decision making.
Coordinates and leads special projects
Prepares comprehensive reports, presentations and other documents
Serves as a liaison between VP and other internal and external partners
Coordinates and schedules depositions, including coordinating with outside counsel, opposing counsel, and witnesses.
Screens correspondence/mail, sorts and prioritizes, bringing items for immediate action to attorney and risk manager’s attention.
Greets visitors, ascertains nature of business, and escorts or directs visitors to appropriate individuals.
Schedules and manages complex calendars and schedules.
Schedules meetings including notifying attendees, reserving rooms, arranging meals and refreshments, equipment and other support materials.
Prepares requisitions and maintains supply inventory and materials, checks receipts for incoming materials, and processes invoices for payment.
Makes travel reservations, orders tickets, makes and confirms lodging and airline reservations, and prepares travel advance and expense reports.
Maintains time and attendance information for the department including timekeeping for payroll.
Supports invoicing process through Bottomline platform, including working with outside law firms; helps review and resolve questions related to invoicing
Audits and maintains monthly budget sheets for accuracy.
Maintains supply inventory, ordering and updating as needed.
Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.
Performs other related duties as required.