Senior Executive Assistant

Banner Health•Phoenix, AZ

2d•Onsite

About The Position

The Senior Executive Assistant will provide expert executive administrative support for the Chief Enterprise Strategy Officer and Chief Legal Officer. We are seeking a highly organized and proactive individual who can partner with all levels of team members and management, coordinate and maintain projects and plans, and ensure key collaborators and colleagues are following through on tasks and commitments. A key aspect of the role is to create time and space for the two executives by running an efficient office and helping to prioritize issues, people, and demands. This dynamic position requires previous experience supporting executives by utilizing strong administrative skills (calendar management, stakeholder communications, meeting planning), coordinating, and tracking projects, budget management, invoices, vendor contracts, and anticipating the needs of the executives to drive efficiency and preparedness. Requires strong attention to detail and the ability to create and manage confidential documents, including email communications, PowerPoint, Excel, and Word. The Senior Executive Assistant will function as a creative problem solver and partner to the leaders, with a diplomatic and professional approach to address a variety of stakeholders, including board members, senior leaders, concerned employees, and vendors. Will be working onsite at Banner Corporate - Phoenix. The work schedule will be Monday - Friday 8am – 5pm. 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

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

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.