Executive Administrative Assistant

Position Summary:  This position will provide support to the executive staff which involves clerical, travel, schedule, credentialing and other duties as assigned.  Work is performed under the general direction of the Administrative Assistants Supervisor.

Essential Duties and Responsibilities:

• Keeps and revises CV’s for their executive(s); organizes and maintains files and records.
• Arranges travel for executives and submits reimbursement requests.
• Prepares detailed trip itineraries and coordinates all aspects of the departure and return.
• Prepares weekly agendas for the executive’s over-all schedule (professional and personal).
• Distributes pertinent travel/schedule information to appropriate personnel.
• Processes incoming and outgoing mail for their designated executive(s).
• Planning and scheduling meetings and appointments with dignitaries, management, attorneys, vendors, etc.
• Interfaces with different departments regarding opening or closing the facility due to unforeseen circumstances.
• Coordinates all business meetings and appointments.
• Types correspondence; manages projects and conducts research.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunication.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects and follow-up on results.
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and retrieving systems; record meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing  and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Reviews and validates monthly credit card statement and submits to Finance Dept in a timely manner.
• Searches Internet as requested for articles on medical sites.
• Runs work related errands for executives as needed.
• Creates PowerPoint presentations or spreadsheets for executives.
• Respects the dignity and confidentiality of executive’s.
• Maintains a good attendance record and reports on time for work.
• Maintains a professional attitude and appearance.
• Complies with clinic safety policy and procedures.
• Possesses good communication skills that lend to a team-oriented work environment.
• Attends meetings as scheduled.
• Assists with training and orientation of new employees as assigned.
• Interfaces with Nurses, Physicians, and management regarding any issues. Also interfaces with attorneys, drug representatives and travel agents for depositions, and new drug products.
• Performs all other duties as assigned.

Qualifications/Experience:

Four years of college or technical school; or ten years or greater related experience and/or training; or equivalent combination of education and experience.

Must have excellent organization and follow-up skills; excellent verbal and written communication skills; excellent problem-solving skills; ability to organize and prioritize work assignments; ability to handle multiple priorities in a fast-paced environment; ability to analyze situations and respond in a timely manner; ability to participate in multi-functional teams; ability to establish and maintain effective working relationships within The West Clinic; must be proficient in computer applications including word processing and e-mail.  Additional hours may be required.

Work Environment/Physical Demands/Travel:

• Typical clinical environment with quiet noise level.
• Ability to walk, sit and use hand/wrist for extended periods of time.
• Ability to read and understand documents such as safety rules, operating and maintenance instructions, procedures manuals, correspondence. Ability to write routine reports and correspondence.  Ability to speak and present information in small groups of customers, suppliers or employees of the company.
• Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of US dollars, weight measurements, volume, and distance.
• Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in routine situations.
• Some travel may be required.