Executive Assistant

Trinity Health•Chelsea, MI

About The Position

As a senior-level administrative assistant, oversees or provides comprehensive administrative support to regional executives. Independently composes, and prepares non-routine correspondence, scheduling, and coordinates complex meetings. Gathers and analyzes data to develop non-routine reports, and develops preliminary budget recommendations, projections and forecasts. Anticipates departments and managements needs and takes initiate to develop action plans to meet those needs. Acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns and recommends course of action to resolve. May be responsible to train; provide direction or delegate tasks to less senior assistants.

Requirements

Associates degree or equivalent
minimum of 7 years of administrative support experience
additional formal clerical and PC training
Comprehensive and detailed knowledge of departmental and Hospital policies/procedures
basic knowledge of the specialized field in order to complete task/projects, approve transactions (e.g. forms processing, payroll or purchasing), or resolve non-routine administrative problems.
Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.)
Proficiency using databases and graphics software.
Excellent organizational and time management skills.
Ability to see “the big picture” in order to be a primary resource to others and for department.
Excellent communication and interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other Hospital personnel, in order to relay and obtain information.
Considerable tact and discretion for dealing with sensitive and confidential information, and for daily interactions with high level contacts inside and outside the organization.
Strong analytical skills to compile, research, and analyze data from multiple sources and prepare statistics to develop recommendations and reports.

Responsibilities

Independently prepares non-routine correspondence, documents and reports; usually from rough draft, machine dictation or shorthand.
Develops a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex.
Proofs and edits final materials for accuracy, consistency and clarity, and may submit for approval.
Handles/processes information of a confidential or highly sensitive nature on a daily basis.
As gate keeper to the regional executive, listens to variety of issues from employee complaints, physician complaints, patient & family concerns, to donor calls.
Using discretion and diplomacy makes a determination if regional executive should be interrupted for immediate concern.
This includes screening phone calls & checking voice mail/email messages throughout the day and prioritizing the handling of issues as they arise.
Makes all travel arrangements necessary for off-site meetings/trips including but not limited to scheduling flight and hotel arrangements, completing seminar/meeting registration paperwork.
Assignments are broad in nature and usually require originality and ingenuity; as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent.
Ability to select the best solution from several “right” answers requires comprehensive and detailed knowledge of applicable departmental and System policies/procedures and basic knowledge of specialized field.
Performs a wide variety of administrative duties with high volume and complexity.
Develops filing systems, internal mailing processes and procedures.
Accountable for sensitive and confidential data, including personnel, payroll, attendance, billing, work, and purchase orders.
Manages incoming and outgoing mail, correspondence, reports, and memoranda.
Prepares non-routine responses to incoming correspondence, researches and distributes materials to managers or others, including necessary background information.
Independently handles many department inquiries, referring requests to others and acts as a “gatekeeper” for his/her manager(s).