Executive Secretary
- Wellstar Health System, Inc.
- Marietta, GA
- Full Time
- 21 days ago
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Job Description
Facility: Kennestone Hospital
The Executive Assistant I role is responsible for providing administrative/clerical support to assist the system's Senior Vice President and/or Vice Presidents to successfully carry out the duties and responsibilities of the position(s) and to ensure the smooth and efficient management of the executives schedule and professional obligations.
Core Responsibilities and Essential Functions:
Provide Administrative support to system's Vice Presidents. May also include Executive Directors and Directors if applicable or periodically for specific needs
- Provide administrative support to a minimum of two leaders specified above including calendar management, coordinating meetings, sending out reminders and keeping leaders on schedule and prepared for upcoming meetings and events.
- Efficiently manage, organize, plan, schedule, coordinate and maintain information.
- Prepare and develop presentations and meeting materials. 40% Coordination, Organization and Multi-Tasking
- Opens, screens and prioritizes all incoming mail, making decision as to which mail should be directed to the leader and which can be delegated for action to other personnel.
- Responsible for Time and Attendance as appropriate for employees in leader’s division.
- Schedules conference attendance, travel, hotel and seminar arrangements for the leader, completing appropriate authorization and using expense reports.
- Takes minutes as specified by leader, using discretion and expertise to ensure only pertinent information is included in the final minutes while always maintaining confidentially. Arranges appropriate follow-up actions.
- Prepares arrangements for all meetings scheduled by the leader, including notifying attendees, reserving rooms, requesting refreshments, audio/visual equipment set up and preparing/distributing agendas and supporting documentation.
- Other administrative/clerical support duties as needed. 40% Liaison
- Liaison between the leader(s) supported, CEO, EVP and Chief Human Resources Officer, leadership teams, medical staff, board members, visitors, employees in communicating messages, scheduling meetings and disseminating information, while maintaining good public relations in assisting those who contact the leader’s office.
- Receives and screens telephone calls from board members, medical staff, employees, visitors and/or walk ins to the office.
- Handles questions/concerns/complaints from patients, families, employees; getting pertinent information and directing to appropriate person for investigation and/or follow through, as well as bringing pertinent information to the attention of the Senior Leader or other appropriate leader in Management. 20%
Required Minimum Education:
High school diploma from an accredited institutaion Required or
Two (2) years of college Preferred
Required Minimum License(s) and Certification(s):
All certifications are required upon hire unless otherwise stated.
Additional License(s) and Certification(s):
Required Minimum Experience:
Minimum 2 years experience as an executive secretary Required or
Minimum 5 years varied and progressively responsible secretarial experienc Required or
large company and/or healthcare system.
Preferred
Required Minimum Skills:
Advanced computer skills in MicroSoft Word and intermediate skills in Excel, PowerPoint etc.
Type 55 wpm, with accuracy.
Excellent organizational skills.
Excellent communication skills, both written and verbal.
Excellent calendar management skills, including complex executive meetings.
Experience preparing executive schedules, correspondence, presentations, reports etc.
Experience creating and routing purchase orders and supply requisitions.
Ability to effectively interface with staff, leaders and physicians.
Able to maintain high level of confidentiality.
Detail orientated with ability to review documentation quickly with accuracy.