Executive Assistant at SCL Health
Posted in Other 30+ days ago.
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Type: Full Time
Location: Boulder, Colorado
The Executive Assistance supports the Strategy and Business Development department. With minimal direction, performs advanced project work as well as day-to-day administrative duties for assigned System Services Executives. Handles matters of a routine nature and troubleshoots issues involving administrative office policy, practices, procedures and guidelines to conserve Senior Managements time. Provides quality customer service with the highest degree of confidentiality, sense of urgency, good judgment and tact when addressing members of the executive team, patients, visitors, staff and vendors, at all times, whether in person, on the telephone, in written correspondence, or email. This highly visible position directly assists, supports and represents Senior Management in an ever-changing, fast-pace environment.
Performs day-to-day activities such as filing, preparing correspondence for approval, KRONOS editing, assisting in the care and scheduling of maintenance of office equipment, requisitioning office supplies, maintaining inventory of office supplies, maintaining personnel files preparing expense reports, routing incoming and outgoing mail, and opening mail as assigned.
Successfully prioritizes and performs multiple projects, tasks, and assignments while ensuring their effective and timely completion.
Receives, handles, and transfers telephone calls, messages and emails promptly, accurately and in a courteous manner.
Provides assistance, guidance, and direction to visitors, patients, staff and vendors entering the Administration area. Ascertains the nature of their business; assist and/or direct them to various locations or individuals when appropriate. .
Coordinates and maintains assigned executives complex calendars by scheduling and confirming daily meetings, commitments, agendas, conferences, telephone conferences, and travel plans (even local travel to Exempla sites).
Ensures that assigned executives are aware of and prepared for their daily scheduled commitments, to include but not limited to, obtaining meeting agendas and other meeting materials in advance for executives review for those meetings that they are invited to; preparing agendas, meeting materials, presentation equipment, room setup, food/beverage setup, etc. in advance for those meetings led by senior leaders and briefing executives on their daily scheduled commitments on a frequent basis.
Ensures that executives are well informed, prepared and on time to all scheduled commitments.
Attends meetings, prepares meeting minutes and/or completes projects, tasks assignments on time for meetings as assigned.
Follows through on routine matters without supervision. Through experience, knows which matters can be handled alone and which should be referred to others, such as, responding to inquiries that require interpretation of policies, practices, procedures and guidelines whenever possible to conserve executives time. Keeps assigned executives informed of these situations, in a timely manner.
Prepares departmental expenses for submission for payment. Demonstrates knowledge of SCLHS System office budget by participating in activities to aid in meeting budget guidelines and deadlines. Assists with data collection and preparation of departmental budget, and monitors department expenses to ensure compliance with budget limits.
Exercises discretion, good judgment and tact when dealing with matters of a confidential nature.
Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
Performs other related duties as assigned or requested.
A minimum of 5 years of progressively responsible experience supporting senior level management.
Extremely strong verbal, written and interpersonal skills with the ability to interface with all levels of management, staff and customers.
Ability to successfully handle multiple tasks simultaneously while prioritizing frequently changing arrangements.
Proficient in editing for English grammar, spelling, style and format.
Ability to set administrative priorities with minimal direction.
Demonstrated success in working in a team environment as well as taking the initiative to work independently.
Professional demeanor and appearance.
Ability to work irregular hours, when required.
Bachelors degree in Business Administration or related field preferred.
Experience in a healthcare organization preferred.
Knowledge, Skills and Abilities:
Proficient in MS Word, Excel and PowerPoint
Proficient in Internet/Email
Proficient in use of general office equipment including printers, copiers, fax machines, etc.
Knowledge of Access Database preferred
Knowledge of Visio preferred
Good verbal and written communication skills.
Qualifications CO-Denver/Boulder/Surrounding Areas-Broomfield
Our facilities do not discriminate against any person on the basis of race, color, national origin, disability, or age in admission or access to, or treatment or employment in, its programs, services or activities, or on the basis of sex (gender) in health programs and activities