Executive Assistant - #1338510

Summary

Position Summary

Provides senior level administrative support and acts as a professional liaison between internal and external parties and stakeholders. Protects confidentiality of all materials handled and maintains smooth operation of the office when executive is unavailable.

Essential Duties

• Prepares, proofreads, and edits various types of correspondence, presentation materials and reports.
• Develops, implements and evaluates administrative work processes and procedures; ensure compliance with policies; recommend process improvements.
• Coordinates, Manages and Schedules access to executive. Coordinates the executive calendar, schedules meetings, makes travel arrangements, and organizes event planning. Creates meeting agendas, travel itineraries, and expense vouchers. Communicates to the executive and other travelers the institutional travel policies.
• Prepares processes and tracks expense reports and invoices; manages ordering, inventory and replacement of supplies and office equipment.
• Receives and screens telephone calls, transmits detailed information, answers questions, takes accurate messages, and keeps the executive apprised of calls received during their absence. Resolves routine and complex inquiries.
• Takes action authorized during executive’s absence and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled in a manner so as to minimize effect of executive’s absence.
• Performs special project assignments as directed. Researches issues and formulates recommendations based upon assignments from the Executive.
• Creates and edits professional quality power point presentations.
• Gathers data, performs analysis and creates reports and spreadsheets as directed for distribution to appropriate committees, boards or agencies.
  
  

Competencies

• Adaptability: Maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.
• Attention to Detail: Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time. Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
• Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to National Jewish Health.
• Customer Focus: Ensuring that the customer perspective is a driving force behind business decisions and activities; crafting and implementing service practices that meet customers’ and own organization’s needs.
• Informing and Communicating: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
• Initiative: Taking prompt action to accomplish objectives; taking action to achieve goals beyond what is required; being proactive.
• Managing Work and Time Project Management: Effectively managing one’s time and resources to ensure that work is completed efficiently. Effectively manages project(s) by appropriately focusing attention on the critical few priorities; effectively creates and executes against project timelines based on priorities, resource availability, and other project requirements (i.e., budget); effectively evaluates planned approaches, determines feasibility, and makes adjustments when needed.
  
  

Supervisory or Managerial Responsibility: May lead the work of other administrative staff.

Core Values

• Be available to work as scheduled and report to work on time.
• Be willing to accept supervision and work well with others.
• Be well groomed, appropriately for your role and wear ID Badge visibly.
• Be in compliance with all departmental and institutional policies, the Employee Handbook, Code of Conduct and completes NetLearning by due date annually.
• Fosters an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision and mission of the institution.
• Adheres to safe working practices and at all times follows all institutional and departmental safety policies and procedures.
• Wears appropriate PPE as outlined by the infection control policies and procedures.
• Demonstrates compliance with all state, federal and all other regulatory agency requirements.
  
  

Minimum Qualifications

• Education: Bachelor’s degree required.
• Work Experience: 4 years administrative experience required, executive level experience preferred.
• Special Training, Certification or Licensure: Extensive knowledge and experience with Microsoft Office products (Word, Excel, PowerPoint, Outlook).
  
  

Salary Range: $70,000 - $96,202

Benefits

At National Jewish Health, we recognize that our outstanding faculty and staff are the essence of our organization. For every aspect of health care, our employees are our greatest asset.

With that in mind, we have designed a valuable, comprehensive benefits package to meet the needs of our employees and their families.

• Medical Plans, Dental Plans and Vision Insurance
• Retirement Plan
• FSA and HSA
• Short and Long Term Disability
• Life Insurance and AD&D
• Voluntary Benefits, like Accident Insurance, Critical Care and Hospital Indemnity
• Sick and Vacation Paid Time Off
• Wellness Program
• Legal Plan