Senior Executive Assistant

Banner Health • Phoenix, AZ

2d

About The Position

The future is full of possibilities. At Banner Health, we’re excited about what the future holds for health care. That’s why we’re changing the industry to make the experience the best it can be. Our team has come together with the common goal: Make health care easier, so life can be better. The future of health care starts here. If you’re ready to change lives, we want to hear from you! As the Senior Executive Assistant, you will be supporting Dr. Marjorie Bessel, Chief Clinical Officer. This includes maintaining calendars, coordinating projects, running reports in Excel, analyzing data, coordination of communications, and coordinating meetings, events, and conferences. This position requires the handling of sensitive and confidential reports, as well as identifying solutions and resolving administrative problems. We are seeking candidates with 4-6 years of advanced administrative experience. Experience in a Hospital or Healthcare environment a plus. Proficient and accurate typing and PC skills with advanced MS Office skills in Outlook, Excel, Word, and PowerPoint. Critical thinking skills and ability to be self-directed, attention to detail, prioritization and multitasking in a very busy office is a must. Excellent written, verbal, and interpersonal communication skills required to effectively interact with all levels of the organization. Must convey a professional image to effectively represent the organization as appropriate in its relationship with external customers. Schedule: Monday to Friday 8:00a-5:00p Within Banner Health Corporate, you will have the opportunity to apply your unique experience and expertise in support of a nationally-recognized healthcare leader. We offer stimulating and rewarding careers in a wide array of disciplines. Whether your background is in Human Resources, Finance, Information Technology, Legal, Managed Care Programs or Public Relations, you'll find many options for contributing to our award-winning patient care. POSITION SUMMARY This position typically supports members of the system Senior Leadership Team (SLT) or direct reports of the CEO, by providing administrative services and assistance of advanced complexity, requiring significant latitude of independent judgment and discretion on a routine basis. Additionally, this position handles a variety of situations involving the administrative function of the office, which often cannot be brought to the attention of the executive. CORE FUNCTIONS 1. Frequently handles a wide variety of situations and conflicts involving the clerical and administrative function of the office, which cannot be brought to the attention of the executive. 2. Interprets requests, takes appropriate action, evaluates level of information, and decides when the executive should be notified. In executive’s absence, directs and ensures that requests for action or information are relayed to the appropriate staff member. 3. Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. Independently composes and signs correspondence for executive as needed. 4. On own initiative, composes correspondence or responds to individuals, which requires knowledge of executive’s views, philosophy, and some understanding of technical matters. May serve as the executive’s representative at meetings and express the executive’s viewpoints at such meetings. 5. May assist in preparation for board of director’s meeting, including researching and gathering information and other background materials as required. Safeguards sensitive information, ensuring privacy and security. 6. Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel plans. On own initiative, arranges for staff members to represent organization at meetings and conferences. 7. Stays informed about key business projects and deadlines to advise the executive as needed Supports projects by drafting project documentation, organizing teams, creating agendas, and capturing relevant meeting minutes and action items. Assists the executive with tracking scope, objectives, deliverables, and constraints. Prepares reports including conclusions and recommendations for solution of operational and administrative problems. 8. May hire, train, conduct performance reviews, and direct the workflow for the department staff. This includes completing projects by assigning work to clerical staff and following-up on results. 9. This position primarily focuses on the operations of the office of the Senior Leadership Team. Responsibilities extend across organizational lines, requiring extensive interaction and involvement throughout the system, as well as the community. This position interacts with SMT, board members, physicians, patients, board members, employees, as well as business and community leaders.

Requirements

• 4-6 years of advanced administrative experience
• Proficient and accurate typing and PC skills with advanced MS Office skills in Outlook, Excel, Word, and PowerPoint
• Critical thinking skills and ability to be self-directed, attention to detail, prioritization and multitasking in a very busy office is a must.
• Excellent written, verbal, and interpersonal communication skills required to effectively interact with all levels of the organization.
• Must convey a professional image to effectively represent the organization as appropriate in its relationship with external customers.
• Strong working knowledge of business and/or healthcare operations as normally obtained by the completion of a bachelor’s degree in business or related field.
• Must possess at least four to five years of advanced administrative support experience at a progressively responsible level required, including management of projects.
• Proven ability to work independently and manage multiple projects and activities simultaneously in a fast-paced environment.
• Must possess independent decision-making abilities, as well as considerable judgment and initiative to determine the approach or action to take in non-routine situations.
• Must have the ability to analyze non-routine administrative details of moderate complexity and provide for an acceptable resolution.
• Must have the ability to acquire and utilize a thorough knowledge of organization policies, practices, and operations and oral communication skills to perform routine administrative details, such as arranging meetings, responding to non-routine inquiries from telephone callers or visitors, and gathering background information for sensitive or confidential reports.
• Must have excellent oral, written, and interpersonal communication skills, as well as a high level of sophistication to effectively communicate and interact with senior executives, internal and external to the organization.
• Must possess the ability to convey a professional image, as well as effectively represent the executive as appropriate in his/her relationship with external customers.
• Must have an advanced working knowledge of personal software packages, including Microsoft Office, to perform the administrative functions described above.

Nice To Haves

• Experience in a Hospital or Healthcare environment a plus.
• Previous clerical supervision experience preferred.
• Additional related education and/or experience preferred.

Responsibilities

• Frequently handles a wide variety of situations and conflicts involving the clerical and administrative function of the office, which cannot be brought to the attention of the executive.
• Interprets requests, takes appropriate action, evaluates level of information, and decides when the executive should be notified. In executive’s absence, directs and ensures that requests for action or information are relayed to the appropriate staff member.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. Independently composes and signs correspondence for executive as needed.
• On own initiative, composes correspondence or responds to individuals, which requires knowledge of executive’s views, philosophy, and some understanding of technical matters. May serve as the executive’s representative at meetings and express the executive’s viewpoints at such meetings.
• May assist in preparation for board of director’s meeting, including researching and gathering information and other background materials as required. Safeguards sensitive information, ensuring privacy and security.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel plans. On own initiative, arranges for staff members to represent organization at meetings and conferences.
• Stays informed about key business projects and deadlines to advise the executive as needed Supports projects by drafting project documentation, organizing teams, creating agendas, and capturing relevant meeting minutes and action items. Assists the executive with tracking scope, objectives, deliverables, and constraints. Prepares reports including conclusions and recommendations for solution of operational and administrative problems.
• May hire, train, conduct performance reviews, and direct the workflow for the department staff. This includes completing projects by assigning work to clerical staff and following-up on results.
• This position primarily focuses on the operations of the office of the Senior Leadership Team. Responsibilities extend across organizational lines, requiring extensive interaction and involvement throughout the system, as well as the community. This position interacts with SMT, board members, physicians, patients, board members, employees, as well as business and community leaders.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees