Senior Executive Assistant Job at St. Lukes Hospital
Position Summary:
Under the direct supervision of the President/CEO, the Executive Admin Assist performs and provides administrative support services for the President/CEO, COO, CFO, and CNO.
Essential Functions and Responsibilities:
- Coordinates, prepares and communicates all aspects of St. Luke’s Board of Directors activities to Board participants. Prepares meeting minutes and mailings to Board representatives. Prepares, schedules and arranges catering for board meetings, committee meetings, retreats, etc., and reserves meeting locations, when indicated.
- Makes appointments, maintains schedules, answers telephone requests and assists visitors. Makes decisions on routine administrative matters.
- Maintains record keeping for contracts, grants, and proposals, when indicated. Maintains records and correspondence for agency-related organizations in which the president is involved, assuming responsibility for accuracy.
- Designs, implements and evaluates systems for filing and records. Assumes absolute responsibility for filing/record keeping systems related to activities of the President/CEO and COO.
- Opens, prioritizes and distributes agency mail on a daily basis. Prepares and obtains audiovisual equipment for presentations.
- Maintains list of office equipment including handling of maintenance and repairs as needed (including fax and copy machines, phones, tablets, etc).
- Generates reports for tracking information deficiencies contract renewals etc., as requested by affiliate Executives.
- Supports and/or designates contract administration activities such as:
- Adding new contracts into the database.
- Scanning of contract documents into the database.
- Updating contract notification messaging, fees, term & conditions as needed
- Inactivates contracts.
- Processes requests for seminars and conferences, arranging registration, travel, and hotel reservations, when indicated; and communicates final details to individual attending.
- Reviews all correspondence and presentation materials for accuracy.
- Other duties as assigned by the President/CEO.
Qualifications:
Required:
- Associate’s degree preferred or equivalent combination of skills, education and experience
- 3 or more years of directly related experience
- Experience in personnel, public relations, word processing and/or office automation.
- Ability to work with all levels of agency staff and community members.
- Ability to make sound judgments.
- Ability to maintain confidentiality of files, actions and reports of the President/CEO at all times.
- Ability to ensure accuracy of documents and correspondence.
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