EXECUTIVE ASSISTANT

Carilion Clinic•Roanoke, VA

About The Position

The Executive Assistant provides administrative support and guidance to two or more members of the Executive Team. Effectively plans, organizes and coordinates administrative aspects of the executives office functions, providing research, technology, meeting, calendar, travel and problem-solving support. Performs tasks that are diverse in nature. The Executive Assistant Corresponds with leaders across the organization and leaders within the community on behalf of the executive. May coordinate events and functions internally/externally, as well as in collaboration with community partners and professional organizations. Provides direction and prioritization standards for the screening of the executive's mail, email, voicemail and appointments. Anticipates executives needs and proactively organizes appropriate people and resources to support the executive in addressing issues/situations. Manages change effectively and works well in a dynamic, fast-paced environment. Suggests areas for process improvement when appropriate. Composes, edits, and/or types a variety of professional correspondence and documents. Provides support for meetings and engagements by creating items such as presentations, agendas, minutes, reports, charts and graphics, etc., ensuring accuracy and appropriate distribution. Obtains appropriate resources and ensures necessary stakeholders are available to support and meet the executive's needs. Manages projects of varied complexity and scope. Sets goals and priorities, manages time effectively and sees tasks through to completion and within deadlines. Utilizes appropriate resources to ensure projects are successful. Works well independently. Handles complaints and issues tactfully and appropriately. This may include documenting, tracking, investigating, and referring as appropriate. May purchase necessary business and office-related materials. Maintains and updates contracts and agreements. Handles administrative items related to the management of the executive's direct reports. This may include initiating performance evaluations, entering and/or approving hours worked, etc. Administers, reviews, and approves timesheets for staff. Mentors other administrative staff. May participate in meetings to provide administrative support.

Requirements

Associates degree in related field required.
A minimum of 5 years of administrative and executive assistant or other related work experience required.
Requires a detailed knowledge of the organization's operations and organizational procedures.
Demonstrates ability to work with sensitive information.
Demonstrates excellent communication and interpersonal skills.
Proficiency in business vocabulary and grammar to effectively represent the executive and the company to outside parties.
Demonstrates attention to detail and decision-making skills to respond to high-pressure situations.
Demonstrates time management skills to plan, manage, and coordinate executive's activities and major functions.
Demonstrates experience exercising sound judgment and complete discretion in dealing with highly confidential and sensitive matters.
Strong experience with computer software such as word processing, spreadsheets, presentation, email and calendar management applications; database experience.

Responsibilities

Effectively plans, organizes and coordinates administrative aspects of the executives office functions, providing research, technology, meeting, calendar, travel and problem-solving support.
Corresponds with leaders across the organization and leaders within the community on behalf of the executive.
Coordinates events and functions internally/externally, as well as in collaboration with community partners and professional organizations.
Provides direction and prioritization standards for the screening of the executive's mail, email, voicemail and appointments.
Anticipates executives needs and proactively organizes appropriate people and resources to support the executive in addressing issues/situations.
Manages change effectively and works well in a dynamic, fast-paced environment.
Suggests areas for process improvement when appropriate.
Composes, edits, and/or types a variety of professional correspondence and documents.
Provides support for meetings and engagements by creating items such as presentations, agendas, minutes, reports, charts and graphics, etc., ensuring accuracy and appropriate distribution.
Obtains appropriate resources and ensures necessary stakeholders are available to support and meet the executive's needs.
Manages projects of varied complexity and scope.
Sets goals and priorities, manages time effectively and sees tasks through to completion and within deadlines.
Utilizes appropriate resources to ensure projects are successful.
Handles complaints and issues tactfully and appropriately. This may include documenting, tracking, investigating, and referring as appropriate.
May purchase necessary business and office-related materials.
Maintains and updates contracts and agreements.
Handles administrative items related to the management of the executive's direct reports. This may include initiating performance evaluations, entering and/or approving hours worked, etc.
Administers, reviews, and approves timesheets for staff.
Mentors other administrative staff.
May participate in meetings to provide administrative support.