The Executive Assistant provides administrative and office support services to several Senior Executives. Works under general objectives established by Senior Executives utilizing a high level of initiative and discretion in prioritizing work and in performing duties that are generally complex and confidential in nature. Screens and handles situations for, and in the absence of, the Executives, determining urgency of issues and appropriate course of action to be taken. Researches information, coordinates projects, composes and compiles documents, creates spreadsheets, and compiles reports.
The Executive Assistant consistently demonstrates support of the SRAlab statement of Vision, Mission and Core Values by striving for excellence, contributing to the team efforts and showing respect and compassion for patients and their families, fellow employees, and all others with whom there is contact at or in the interest of the institute.
The Executive Assistant demonstrates SRAlab Core Attributes: Communication, Accountability, Flexibility/Adaptability, Judgment/Problem Solving, Customer Service and SRAlab Values (Hope, Compassion, Discovery, Collaboration, & Commitment to Excellence) while fulfilling job duties.
- Screens and analyzes all incoming telephone calls, visitors, and requests; personally responds to the need for information and assistance, assesses and triages requests, including assisting callers and visitors with complaints. Properly routes such requests and ensures appropriate follow up.
- Serves as a professional and knowledgeable resource to other Senior Executives and their Executive Assistants to improve efficiency and effectiveness of office operations. Collaborates with other Executive Assistants to ensure adequate coverage throughout the work day.
- Based upon a knowledge of SRAlab and the Executives’ views, composes correspondence on own initiative about administrative matters and general policies for Executive’s approval. May sign for the Executive when subject or policy content has been authorized.
- Anticipates and prepares materials needed by the Executive for correspondences, appointments, telephone calls, meetings, and conferences and keeps the Executive informed on matters to be considered as well as coordinates issues with senior executives.
- Composes minutes for various committees and meetings. This includes typing minutes, distribution of minutes and accompanying materials to Board members and attendance records for each meeting.
- Acts as a liaison support between Board members and the Executive manager or director.
- Schedules meetings as well as tentative appointments sometimes without prior clearance. Works closely with Executives to establish and maintain priority of meetings, appointments and other engagements, rescheduling or graciously refusing appointments and invitations as necessary. Maintains calendars for Executives. This includes polling the appropriate individuals for meeting availability.
- Makes arrangements, including travel arrangements, for meetings and conferences. May attend meetings and record and report on the proceedings.
- Researches and prepares special or ad hoc reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, or files.
- Prepares Travel and other Expense Reports for appropriate signatures as well as expediting invoices for payments.
- Screens, analyzes and responds to incoming mail, which includes determining the recipient of the mail.
- Ensures that requests for action or information are relayed to appropriate staff member; as needed, interprets request and helps implement action; makes sure information is furnished in a timely and appropriate manner through own action or action of others.
- Read publications, regulations, and directives and takes action or refers to others for action.
- Maintains a close and highly responsive relationship to the day-to-day activities of Executives; notes commitments made by Executives on own initiative, and assists with arrangements for staff implementation.
- Establishes and maintains office files; requisitions supplies, printing, maintenance, or other services; coordinates personnel and administrative forms and forwards for processing.
- Establishes follow-up system to ensure appropriate individuals complete assignments on time and as specified.
- Advises secretaries in other departments on new procedures for the office of the Executive. When needed, due to special workload demand, coverage requirements and projects, secures and coordinates secretarial assistance for the office.
- Other duties as assigned.
- Reports directly to Senior Vice President, Operations and supports Senior Vice President, Human Resources and Vice Presidents in Operations.
Knowledge, Skills & Abilities Required
- Bachelor of Science or Bachelor of Arts degree required.
- Requires personal computer experience and a high degree of advanced skill, including expert keyboarding skills and competencies in use of personal computers, networks and the application of word processing and spreadsheet software (Microsoft Office).
- Approximately five to ten years of progressively more responsible work experience directly supporting several executives in a fast paced environment. Demonstrates the ability to function with a high degree of initiative and ability to handle and discern the importance and urgency of multiple high priority tasks concurrently.
- At least five years of progressively more responsible work experience with Board matters and members and community organizations.
- Interpersonal skills to communicate and work collaboratively and professionally both internally and externally, including Board members and all levels of management and staff..
- Judgment, discretion, and analytical skills necessary to work independently, prioritize workload, and gather and /or direct information and data; ability to recognize and capitalize on opportunities to improve the efficiency and effectiveness of office operations. Ability to work with confidential information required.
1. Normal office environment with little or no exposure to dust or extreme temperature.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
SRAlab is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.