Executive Assistant to Leadership Team

Description:

JOB PURPOSE:
Under minimal supervision, but in accordance with established policies and procedures, provides
secretarial and administrative services for Entity C-Suite (CNO, COO, CMO, CFO) or VP. Ensures most
efficient use of leaders time, anticipates leaders needs and initiates action to prepare necessary items.
Coordinates and follows-up on administrative activities and/or special projects. Organizes, prepares, and
reviews administrative reports and may assist in preparation of reports and presentations. This position
has access to and regularly works with information of the most sensitive, highly confidential, strategic and
critical nature. The scope and complexity of this position is such that the Executive Associate is regularly
dealing with diverse matters which require extensive knowledge of leaders area of responsibility.

MINIMUM EDUCATION REQUIRED:
High school diploma or equivalent required.

MINIMUM EXPERIENCE REQUIRED:
Five (5) years of administrative support experience.

MINIMUM LICENSURE/CERTIFICATION REQUIRED BY LAW:
None.

ADDITIONAL QUALIFICATIONS:
Previous experience supporting executives preferred.
Thorough knowledge of record keeping procedures.
Ability to manage multiple calendars and meeting rooms.
Considerable knowledge of office systems and procedures.
Ability to use all standard office equipment including personal computers, Microsoft Office, Word,
Excel and PowerPoint.
Excellent typing skills.
Analytical skills sufficient to determine operational and logistical needs within functions accountable to
the position and ability to recommend to supervisor methods of fulfilling those needs.
Superior ability to communicate effectively both in writing and orally, in person and by telephone.

KEY RESPONSIBILITIES:
1. General office administration duties to include, but not limited to: mail processing, ordering and
managing supplies, scheduling appointments and maintaining executives calendar, making travel
arrangements, etc.
2. Gathers information and prepares reports, project materials and composes documents to include
determining appropriate responses to requests for information, composing correspondence on own
initiative about administrative matters and general office policies for the Executives approval.
Reviewing material prepared for Executive to ensure typographical accuracy, format, conformance
with procedures and internal consistency. Ensures proper approvals have been obtained for various
types of correspondence. Prepares standard and special or one-time reports, summarizes or replies
to inquiries, selecting relevant information from a variety of sources such as reports, documents,
correspondence or other departments. Creates, maintains, updates and reconciles various types of
documents, such as organizational charts, contact lists, vendor contacts, routine reports, etc.
3. May assist the Executive in the development and monitoring of budgets, ensuring that all financial
allocations and expenditures are in accordance with guidelines. May track all budget activity and
generate financial and administrative reports and records.
4. Interfaces with key executives, vendors and external parties to provide support and solve problems.
Identifies pertinent information and brings it to the attention of the necessary parties (e.g., complaints
or issues).
5. Performs other related duties as assigned or directed to meet the goals and objectives of the
department and the institution.