Executive Assistant

JPS Health Network•Fort Worth, TX

25d•Onsite

About The Position

The Executive Assistant is responsible for providing an advanced level of administrative support to a Vice President and/or Sr. Vice President by gathering information, preparing statistical reports, handling information requests and performing various other clerical functions such as drafting and preparing correspondence, receiving visitors, scheduling meetings, and arranging travel and conference calls. Assists in daily business affairs including coordination and execution of administrative projects. Coordinates scheduling for internal and external meetings, travel plans, conference calls and day-to-day activities for Executive(s). Prepares reports by collecting and analyzing information. Coordinates and directs office services, to include assistance with budget preparation and personnel matters in order to aid Executives. Apprises Executives of situations affecting their respective areas of responsibility and makes recommendations to assist with coordination of daily office operations. Prepares agendas, notices, minutes and resolutions for meetings and coordinates follow up with meeting participants on tasks and issues as appropriate. Performs confidential administrative functions including preparing confidential correspondence, reports and other complex documents. Responds to and routes incoming phone calls, which includes screening and prioritization, to appropriate areas as needed. Organizes programs, events, meetings or conferences by organizing facilities and caterers, issuing information or invitations, reviewing event vendor contracts for specified services and monitoring budgets. Exercises a high degree of initiative in resolving problems and developing recommendations and solutions to complex issues. Initiates preventive actions as required in the absence of the Executive. Job description is not an all-inclusive list of duties and may be subject to change with or without notice. Staff are expected to perform other duties as assigned.

Requirements

High School Diploma, GED or Equivalent.
2 plus years as a Sr. Administrative Assistant or Executive Assistant.

Nice To Haves

Bachelor’s Degree or business college preparation.

Responsibilities

Assists in daily business affairs including coordination and execution of administrative projects.
Coordinates scheduling for internal and external meetings, travel plans, conference calls and day-to-day activities for Executive(s).
Prepares reports by collecting and analyzing information.
Coordinates and directs office services, to include assistance with budget preparation and personnel matters in order to aid Executives.
Apprises Executives of situations affecting their respective areas of responsibility and makes recommendations to assist with coordination of daily office operations.
Prepares agendas, notices, minutes and resolutions for meetings and coordinates follow up with meeting participants on tasks and issues as appropriate.
Performs confidential administrative functions including preparing confidential correspondence, reports and other complex documents.
Responds to and routes incoming phone calls, which includes screening and prioritization, to appropriate areas as needed.
Organizes programs, events, meetings or conferences by organizing facilities and caterers, issuing information or invitations, reviewing event vendor contracts for specified services and monitoring budgets.
Exercises a high degree of initiative in resolving problems and developing recommendations and solutions to complex issues.
Initiates preventive actions as required in the absence of the Executive.