Assistant, Executive Administrative - The Wright Center Medical Group : Job Details

Job Type Full-timeDescriptionPOSITION SUMMARYThe Executive Administrative Assistant provides high level administrative support to their executive regarding administrative function. The executive administrative assistant must be able to work confidentially and independently while carrying out numerous assignments as a liaison with internal customers and departments as well as outside community partners. REPORTING RELATIONSHIPSThis position reports to the Chief of Administrative Services. ESSENTIAL JOB DUTIES AND FUNCTIONSWhile living and demonstrating our Core Values, the Executive Administrative Assistant will:

• Manage and prioritize email, calendar and clinical appointments
• Coordinate and prepare complex and detailed travel plans and itineraries
• Travel and travel expenses
• Maintain time off schedule
• Backup for phone coverage
• Prepare meeting agendas
• Work directly with the executive to support all aspects of their daily work routine, as well as manages and prioritizes their emails and schedule
• Work closely with other Executive Assistants to coordinate schedules and projects
• Work with direct reports of the executive to ensure deliverables are met in a timely manner
• Redirect meetings to other Senior and Executive Staff Members as necessary
• Prepare, reconcile, and submit credit card expenses, expense reports and Accounts Payable invoices
• Prepare detailed travel, accommodations, and meeting agenda/itineraries on behalf of the executive
• The Executive Assistant will coordinate higher-level projects and enhancements within the departments they support
• Keep track of and coordinate personal events to avoid conflicts with the business calendar
• Keep track of and manage priority appointments on behalf of the CAO
• Maintain confidential and sensitive information
• Act as gatekeeper to the executive
• Act as the executive's representative in dealing with outside community partners and other third parties that interact with the organization. Prepare agendas and other necessary information/materials for meetings.
• Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications, on behalf of executive and at times other executives
• Use discretion and independent judgment in connection with performing duties and responsibilities, including with respect to matters of significance consistent with the authority delegated by the executive
• Coordinate and/or manage specific projects for the executive
• Draft official business correspondence
• Ensure all phone calls and emails are answered and/or redirected accordingly in a professional manner
• Provide front desk coverage for the Receptionist when on break/lunch at least one time per week
• Be professional and courteous at all times; greet visitors and guests in a professional, friendly, and hospitable manner
• Prepare communications, reports and PowerPoint presentations for executive, other executives and the organization as needed
• Assist in community-focused events as necessary
• Organize meetings, including scheduling, sending reminders for internal and external entities), and organizing catering when necessary
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed

RequirementsREQUIRED QUALIFICATIONS

• Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool
• Buy in and experience working in the EOS® model (strongly preferred)
• Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride
• Bachelor's degree in Business, Healthcare or related field required. Masters preferred
• Previous experience as an executive administrative assistant preferred
• Excellent professional skills along with multi-tasking abilities
• Strong analytical, organizational and time management skills
• Excellent interpersonal, written and verbal communication skills
• Possess excellent judgement and the ability to communicate with all levels of the organization including executive senior staff and the board of directors, as well as outside community partners
• Excellent computer skills, as well as proficiency with Microsoft Word, Excel, and Power Point are required
• Willingness to work a flexible schedule
• High level of professionalism and confidentiality required at all times
• Valid driver's license
• Reliable access to an automobile or reliable access to transportation to assigned work areas.