Senior Executive Assistant, Legal

University Hospitals•Shaker Heights, OH

About The Position

The Senior Executive Assistant provides assistance to one or more executives in the Legal Department, handling and recommending actions on important and highly confidential administrative matters. The role supports executive scheduling, travel, communications, records, meetings, expenses, and coordination with staff and other departments. It also requires safeguarding Protected Health Information (PHI) and complying with organizational policies and standards.

Requirements

At least 8 years of Executive Assistant or similar administrative support and project coordination experience.
Strong organizational, interpersonal, oral, and written communication skills to work tactfully with employees at all organizational levels.
Ability to complete tasks with minimal supervision.
Ability to adjust to varying workloads.
Ability to exercise judgment when handling confidential matters.
Ability to meet deadlines and handle complex tasks with minimal supervision.
Ability to work in a fast-paced environment and adjust to changing schedules and calendars.
Exceptional typing and Microsoft Office skills.
Proficiency in Microsoft Outlook, PowerPoint, and Excel.
Associate’s degree preferred.
Bachelor’s degree preferred.

Nice To Haves

Knowledge of hospital policy and healthcare operations.
Familiarity with Oracle, Kronos, websites, and video teleconferencing technologies.

Responsibilities

Monitor the executive’s calendar, appointments, and events to support a smooth schedule.
Prepare for events and arrange executive travel, including itineraries, contact information, and backup coverage during absences.
Maintain and submit the executive’s monthly business expense reports; process dues, fees, memberships, and seminar registrations; and review and submit invoices for payment.
Greet visitors and assist with local accommodations or travel as needed.
Review and prioritize incoming internal and external mail; monitor email for urgency and prepare responses or background information for the executive.
Prepare and update meeting presentations using PowerPoint, Excel, Visio, and other tools.
Compose or finalize correspondence for executive signature; research, coordinate data, prepare reports, and transcribe dictation.
Establish and maintain confidential records and files, including organizing and updating storage and disposal according to System policy.
Evaluate patient or customer complaints, determine appropriate recipients, and bring complaints to the executive’s attention for awareness and review.
Handle special requests, research unusual situations, respond to emergencies, and anticipate the executive’s needs.
Perform duties such as timekeeping for senior leadership assistants or staff, processing security requests for system or facility access, and providing guidance to resolve minor issues.
Maintain familiarity with System policies, procedures, and organizational structure.
Act as an alternate reviewer of expense reports for the executive’s direct reports, verify receipts and required documentation, check policy compliance, and reconcile out-of-policy submissions before forwarding reports to the executive for final approval.
Prepare and distribute leadership meeting agendas as required.
Coordinate meetings, including securing space and arranging audiovisual needs and catering.
Assist with annual performance reviews for the executive and direct reports.
Submit the executive’s PTO days to Compliance, including the name of the executive providing coverage.
Back up other Senior Executive Assistants during their PTO or other absences.
Perform other duties as assigned and comply with all policies and standards.
Safely and securely maintain patient PHI and comply with annual training, the UH Code of Conduct, and applicable policies and procedures.
Refer to department-provided orientation documentation for specific duties and responsibilities.