Executive Assistant Senior - Executive Offices

CHRISTUS Health•Irving, TX

About The Position

The Executive Assistant Senior provides overall secretarial and administrative support to assigned executives, handling a wide range of situations involving the clerical and administrative functions of the executive offices. The role serves as a liaison among executives, Medical Staff, Board members, major donors, associates, and the public; makes independent decisions when appropriate; and contributes to a team providing support to executives. The position supports executive calendars and correspondence, coordinates administrative and board-level meetings, prepares materials and minutes, arranges travel, and manages complex filing systems. It also responds to requests and handles matters in an executive’s absence, provides assistance and training to peers and subordinates, and supervises clerical support as needed. The role requires professional communication and organization, protection of confidential patient information, and compliance with hospital policies and applicable regulatory standards. Assigned duties should be performed in ways that accommodate the physical, psychosocial, cultural, age-specific, and developmental needs of the population served.

Requirements

High school diploma required.
Five years of experience in office and calendar management required.
Experience coordinating and supporting executives’ multiple projects and schedules.
Experience booking travel arrangements in advance and at the last minute.
Excellent communication skills required.
Excellent organization skills required.

Nice To Haves

Experience working in the supported functions’ work processes and environment preferred.
Certified Administrative Professional (CAP) certification preferred.
Professional Administrative Certification of Excellence (PACE) preferred.

Responsibilities

Meet expectations of the applicable OneCHRISTUS competencies: Leader of Self, Leader of Others, or Leader of Leaders.
Maintain the executive’s calendar; schedule meetings and appointments; prioritize, reschedule, or decline appointments as appropriate; and identify important dates or conflicts.
Prioritize personal workload according to demands.
Plan, coordinate, and participate in administrative and board-level meetings in accordance with hospital bylaws, JCAHO administrative and board standards, and other regulatory requirements.
Schedule meeting rooms, arrange catering, prepare agendas, send mail-outs, take and transcribe minutes, coordinate follow-up actions, and work directly with Committee Chairs.
Provide courteous reception and telephone service; determine the nature and urgency of inquiries; resolve conflicts independently when possible; and refer matters as appropriate.
Review incoming correspondence, identify deadlines, check documents requiring executive signatures, summarize content when needed, prepare supporting materials, initiate or recommend replies when appropriate, and coordinate follow-up.
Compose correspondence requiring knowledge of hospital operations and policies; research and prepare special projects or presentations; and create and maintain complex paper and electronic filing systems.
Arrange complex travel for executives or groups, including airline travel, lodging, conference rooms, catering, and audio-visual equipment.
Respond to requests for action or information during the executive’s absence, route or implement requests as appropriate, ensure timely responses, and determine whether important or emergency matters should be brought to the executive’s attention.
Assist and train peers and subordinates on equipment, hospital policies, and workplace standards.
Supervise clerical support as needed.
Adapt assigned client assessment, treatment, and/or care methods to accommodate the unique physical, psychosocial, cultural, age-specific, and developmental needs of each client served.
Ensure compliance with applicable policies, procedures, and standards promulgated by state and federal agencies, the hospital, and other regulatory entities.
Protect patient confidentiality and disclose confidential information only when necessary to perform assigned duties.
Perform other duties as assigned.