Senior Executive Assistant Lead

Methodist Le Bonheur Healthcare•Memphis, TN

About The Position

If you are looking to make an impact on a meaningful scale, come join us as we embrace the Power of One! We strive to be an employer of choice and establish a reputation for being a talent rich organization where Associates can grow their career caring for others. For over a century, we’ve served the health care needs of the people of Memphis and the Mid-South. The Senior Executive Assistant Lead is responsible for performing a wide range of critical activities including complex calendar management, tracking key deliverables, coordinating travel and expenses, and organizing team activities and events for senior executive management. Ensures the smooth and efficient operation of the office. Serves as a lead and mentors other administrative assistants and ensuring consistent quality of administrative support. Models appropriate behavior as exemplified in MLH Mission, Vision and Values. Working at MLH means carrying the mission forward of caring for our community and impacting the lives of patients in every way through compassion, a deliberate focus on service expectations and a consistent thriving for excellence. A Brief Overview The Senior Executive Assistant Lead is responsible for performing a wide range of critical activities including complex calendar management, tracking key deliverables, coordinating travel and expenses, and organizing team activities and events for senior executive management. Ensures the smooth and efficient operation of the office. Serves as a lead and mentors other administrative assistants and ensuring consistent quality of administrative support. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

Requirements

High School Diploma or Equivalent
5-7 years Minimum of five years of progressive office administrative experience supporting senior level executives, directors or multiple managers.
Must be proficient in the Microsoft Office program (Word, Excel, PowerPoint, and Outlook) or programs as indicated in the specific function within the department.
Ability to understand and compose moderately complex written materials.
Ability to type at a moderately high speed (55-65 wpm).
Ability to work without close supervision, exercise independent judgment, and communicate effectively with high-level personnel where tact, diplomacy, and good judgment are essential.
Ability to operate standard office equipment.
Ability to perform basic arithmetic calculations as would be acquired through completion of high school.
Demonstrated interpersonal verbal and written communication skills including being proficient in spelling, punctuation, grammar, and other English language skills.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Strong interpersonal skills and the ability to build relationships with internal executives, other departments, and external clients or vendors.
Ability to handle confidential information with discretion.
Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
Demonstrated ability to take initiative, anticipate needs and determine urgent matters that require attention.

Responsibilities

Oversees the executive office operations, collaborates with other executives and their assistants, and ensures seamless workflow within the organization.
Leads and mentors other administrative assistants and ensures consistent quality of administrative support.
Provides leadership and guidance in areas of time & attendance, onboarding, and training of administrative assistants.
Performs a wide variety of administrative duties to support the work of the senior executive and staff.
Answers the telephone and screens calls, processes incoming and outgoing mail, and forwards messages and correspondence to the appropriate staff.
Prepares requisitions and orders supplies and equipment for the office; assures proper functioning of office equipment.
Reviews mail of the executive and arranges essential mail in priority action order for the senior executive.
Assists senior executive in monitoring and controlling budget by maintaining expenses of office supplies, subscriptions, travel, etc.
Maintains records on budget expenditures for assigned cost centers.
Manages monthly invoice processing.
Tracks down status of invoices that have gone unpaid for administration, neuro and heart institute.
Tracks down who invoices belong to for payment from outside vendors.
Proactively creates and maintains effective workflow and communications to accomplish the work of the office which includes the handling of a variety of projects and tasks simultaneously.
Acts as an administrative liaison for the executive and staff by making appropriate decisions in their absence.
Maintains confidentiality, tact and respect at all times.
Manages complex calendars, schedules and coordinates meetings and appointments and travel arrangements for the senior executive and staff.
Organizes and facilitates leadership meetings for executive team and director candidate interviews, maintains administrator on-call schedule and power of one presentation schedule, and performs various tasks for administration/executive team.
Prepares and/or reviews, formats, and proofreads correspondence, reports, presentation materials, and other documents to ensure accuracy and completeness.
Establishes and maintains efficient filing systems for departmental and confidential materials.
Performs other job functions as requested or needed.