Executive Assistant Supervisor

Job Summary

This position typically supports a single system senior management team (SMT) member, Senior Vice President (SVP), medical group Operations VP with regional accountability, Chief Operating Officer (COO) or Chief Executive Officer (CEO) for a business entity by providing administrative services and assistance, of moderate 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. This position may also support other SMT members as needed.

Essential Functions

• Interprets requests, takes appropriate action, evaluates level of information, and decides when the executive should be notified. In executives absence, directs and ensures that requests for action or information are relayed to the appropriate staff member.

• Conserves executives 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 executives views, philosophy, and some understanding of technical matters. May serve as the executives representative at meetings and express the executives viewpoints at such meetings.

• Maintains executives 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.

• 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.

Minimum Qualifications

High school diploma/GED or equivalent working knowledge. A strong working knowledge of administrative/specialized business support services as normally demonstrated through four to five years 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. 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 inquires 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 to perform the administrative functions described above.

Preferred Qualifications

Previous clerical supervision experience preferred.Associate's degree

Additional related education and/or experience preferred.

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