Executive Assistant

Sentara Hospitals • Virginia Beach, VA

6h

About The Position

The Executive Assistant will perform a variety of administrative tasks aimed to optimize the time and performance of a manager or employees of a department; higher level roles will work for higher level managers or departments. Tasks may involve acting as a first point of contact, dealing with correspondence and phone calls, managing diaries, organizing meetings and appointments, preparing documents or reports, and controlling access to the manager/executive, and participating in projects. May involve dealing with confidential information. This role will support two SVP’s.
Traits/Attributes/Expectations Ability to understand executive’s goals and associated work products Leverage understanding of goals/work to anticipate needs Takes initiative to resolve or plan according to support success of executive and team/goals Consumer first orientation Follow-through Ability to escalate appropriately if issues cannot be independently resolved Ability to prioritize/reprioritize Duties/Responsibilities This job description captures the highlights of the role and is not intended to be an exhaustive list of the duties that an Executive Assistant will perform. Exercises independent judgement on priorities, sensitive matters, and stakeholder communications Handles highly confidential and sensitive information with absolute discretion Manages complex, multi-leader calendars with competing priorities Protects executive time by triaging requests and aligning meetings to strategic goals Prepares leaders with agendas, briefing materials, and decision context Navigates complex organizational structures to move work forward Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by the Executive. Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes. Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports. Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events. Identify, within the team, instances of noncompliance with the organization's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate. Answer the telephone and assist callers or those making a broad range of inquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as necessary. Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information on behalf of a senior colleague. Receive visitors and respond accurately and promptly to a broad range of questions and issues raised. Gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Requirements

• High school diploma
• Three or more years of Executive Assistant experience
• Excellent writing skills
• MS Office

Responsibilities

• Exercises independent judgement on priorities, sensitive matters, and stakeholder communications
• Handles highly confidential and sensitive information with absolute discretion
• Manages complex, multi-leader calendars with competing priorities
• Protects executive time by triaging requests and aligning meetings to strategic goals
• Prepares leaders with agendas, briefing materials, and decision context
• Navigates complex organizational structures to move work forward
• Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by the Executive.
• Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.
• Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
• Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.
• Identify, within the team, instances of noncompliance with the organization's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate.
• Answer the telephone and assist callers or those making a broad range of inquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as necessary.
• Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information on behalf of a senior colleague.
• Receive visitors and respond accurately and promptly to a broad range of questions and issues raised.
• Gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential.
• Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Benefits

• Caring For Your Family and Your Career
• Medical, Dental, Vision plans
• Adoption, Fertility and Surrogacy Reimbursement up to $10,000
• Paid Time Off and Sick Leave
• Paid Parental & Family Caregiver Leave
• Emergency Backup Care
• Long-Term, Short-Term Disability, and Critical Illness plans
• Life Insurance
• 401k/403B with Employer Match
• Tuition Assistance – $5,250/year and discounted educational opportunities through Guild Education
• Student Debt Pay Down – $10,000
• Reimbursement for certifications and free access to complete CEUs and professional development
• Pet Insurance
• Legal Resources Plan
• Colleagues have the opportunity to earn an annual discretionary bonus if established system and employee eligibility criteria is met.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED