Executive Assistant 1

Methodist Health System•Dallas, MD

2d•Onsite

About The Position

Provides general office and secretarial support services to include basic filing, reception, telephone, and word processing. The Executive Assistant I is responsible for assisting with payroll system for assigned staff, creating and maintaining spreadsheets, establishing and maintaining filing systems, independently creating PowerPoint slides, charts and graphs for presentations, independently maintaining and ordering office supplies and forms within budget, management of multiple, complex calendars, preparing and disseminating pre-meeting packets and agendas, performing accurate and efficient data entry, preparing, picking-up, screening, sorting, and distributing mail, producing correspondence authored by others, proofreading documents, authoring and drafting correspondence, signing routine correspondence on behalf of administrative staff, typing, assembling, and distributing memos, letters, forms, reports, and department related dictation, receiving, screening, and prioritizing incoming telephone calls and visitors, handling and responding to calls as appropriate, accurately recording messages, providing service recovery, and authoring, typing, assembling, and distributing meeting minutes with little or no supervision, and maintaining an open issue log as requested. Other duties as assigned.

Requirements

High school diploma or equivalent
3 years’ experience in an office
Intermediate to advanced level of proficiency in computer skills using Microsoft Office
60+ words per minute

Nice To Haves

Communicate clearly and openly
Build relationships to promote a collaborative environment
Be accountable for your performance
Always look for ways to improve the patient experience
Take initiative for your professional growth
Be engaged and eager to build a winning team

Responsibilities

Assists with payroll system for assigned staff including input and review of all data, and processing of PTO requests.
Creates and maintain spreadsheets including updating routine monthly data elements. Generate accurate reports for management including utilization of graphs or merge of documents when requested.
Establishes and maintains filing system.
Independently creates PowerPoint slides, charts and graphs for presentations based on handwritten or typed notes.
Independently maintains and orders office supplies and forms within budget.
Management of multiple, complex calendars as assigned. Maintains and schedules appointments including coordination of conference rooms, catering needs, other staff members, community members, physicians, etc. Prepare and disseminate pre-meeting packets and agendas as needed.
Perform accurate and efficient data entry for selected databases.
Prepares, picks-up, screens, sorts, and distributes mail. Reviews mail for items which can be handled independently or by others in the organization.
Produces correspondence authored by others; proofreads documents. Routinely and independently authors and drafts correspondence as applicable. Signs routine correspondence on behalf of administrative staff. Types, assembles, and distributes memos, letters, forms, reports, and department related dictation.
Receives, screens, and prioritizes incoming telephone calls and visitors; immediately handles and response to calls as appropriate. Accurately records messages as needed. Provides service recovery as required.
Routinely authors, types, assembles, and distributes meeting minutes with little or no supervision. Maintains open issue log as requested.
Other duties as assigned.