Executive Assistant - SPH Administration

St. Peter's Health Regional Medical Center•Helena, MT

About The Position

Duties and responsibilities, in a very busy and fast-paced office environment, which includes multiple phone calls and visits from the public, physicians, and staff, include but are not limited to: Support Executives in planning, directing, managing and coordinating day-to-day business activities Facilitate the Executives accessibility and open lines of communication Maintain Executives calendar, screen incoming telephone calls and greet visitors Coordinate meeting and conference schedules Answer/screen telephone calls, arrange conference calls, manage call back list Read and route incoming mail, prepare e-mail and correspondence as needed Compose and format documentation including letters, briefing books, communications to staff and staff meeting minutes using shorthand, hand written notes, dictation, etc. Initiate travel arrangements, create detailed itineraries Plan and manage events Coordinate a variety of resources, obtain information for special projects Create presentations and create and maintain spreadsheets and databases Maintain issue-specific files Prepare, review and track invoices and expense reports Purchase and maintain supplies and material Executive Assistant works with minimal supervision, exercising independent judgment and maintaining confidentiality. The Executive Assistant understands the requirement for flexibility and accommodates shifting priorities while representing and supporting the Executives in planning, directing, managing and coordinating St. Peters views and interests. Represents the Executives to the public, staff and physicians and communicates in a professional manner. In addition to day to day responsibilities, manages multiple large projects and works cooperatively with co-workers. Attends and takes minutes for multiple meetings during regular business hours and occasionally for meetings that are early morning and evenings.

Requirements

At least five years progressively responsible administrative support experience required.
Advance typing skills.
Possess demonstrated ability to use advanced functions of word process required.
Demonstrated ability to use and manage advanced functions of calendars/schedules as well as provide other administrative support such as filing/copying/mail management.
Must possess advanced grammar and spelling knowledge and shorthand skills for executive correspondence, meeting minutes, and staff communication.
Demonstrated ability of intermediate computer and software skills using Microsoft Word, Excel and PowerPoint.
Travel Logistics
Scheduling
Informing Others
Presentation Skills
Self-Confidence
Meeting Management
Client Relationships
Written Communication
Promoting Process Improvement
Decision Making
Administrative Writing Skills

Nice To Haves

Five years at an executive support level preferred.
Bachelor’s Degree preferred.

Responsibilities

Support Executives in planning, directing, managing and coordinating day-to-day business activities
Facilitate the Executives accessibility and open lines of communication
Maintain Executives calendar, screen incoming telephone calls and greet visitors
Coordinate meeting and conference schedules
Answer/screen telephone calls, arrange conference calls, manage call back list
Read and route incoming mail, prepare e-mail and correspondence as needed
Compose and format documentation including letters, briefing books, communications to staff and staff meeting minutes using shorthand, hand written notes, dictation, etc.
Initiate travel arrangements, create detailed itineraries
Plan and manage events
Coordinate a variety of resources, obtain information for special projects
Create presentations and create and maintain spreadsheets and databases
Maintain issue-specific files
Prepare, review and track invoices and expense reports
Purchase and maintain supplies and material
Attends and takes minutes for multiple meetings during regular business hours and occasionally for meetings that are early morning and evenings.