Executive Assistant II

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POST DATE 9/9/2016
END DATE 10/15/2016

Christus Health Irving, TX

Company
Christus Health
Job Classification
Full Time
Company Ref #
5000137832406
AJE Ref #
576124127
Location
Irving, TX
Experience
Mid-Career (2 - 15 years)
Job Type
Regular
Education
High School Diploma or GED

JOB DESCRIPTION

APPLY
Description



POSITION SUMMARY

Performs diverse executive level administrative support by organizing and coordinating the day-to-day operations of the department. By nature of the position, a high degree of professionalism is required dealing with high level contracts and exposure to sensitive information requiring the use of tact, diplomacy, discretion, judgment, and independent decision-making. Manages incoming and outgoing correspondence, drafts communication and responses to inquiries. Provides guidance and response to requests in the absence of the departmental Leader.

MAJOR RESPONSIBILITIES




- Manages phone contacts by answering all calls in a timely manner, responding to callers in a courteous and welcoming manner and appropriately handling the call to the caller's satisfaction.

- Sets up meetings and appointments, ensures meeting areas are prepared and meals are provided when appropriate. Ensures all meeting materials, if any, are delivered to all participants in a timely manner to ensure adequate time for meeting preparation.

- Manages all incoming and outgoing correspondence, date stamps incoming correspondence and distributes to the appropriate persons. Ensures overnight or special delivery mail is appropriately handled.

- Schedules appointments, arranges travel and prepares the necessary documentation to ensure travelers have all necessary information when traveling.

- Files correspondence, reports and other required materials. Maintains files in an orderly and neat manner to ensure information can be readily accessed when necessary.

- Prepares presentations and reports as requested to include PowerPoint, Excel and Word documents.

- Attends meetings, takes notes and drafts the meeting minutes for communication to the attendees.

- Tracks requests made to the regions and other parties by the Senior Vice President and coordinates and organizes the responses.

- Monitors inventory of supplies and orders supplies as necessary.

- Maintains supply and file rooms in a neat and orderly manner.

- Cooperates and coordinates with other administrative assistants to ensure office support is available when away from the office.



Requirements



POSITION QUALIFICATIONS

A. Education/Skills


- High school diploma or equivalent

- Some college preferred or equivalent background gained through experience and training

- Excellent organizational, interpersonal, and executive assistant skills


B. Experience


- Minimum of five (5) years executive assistant /administrative assistant experience at the senior executive level

- Fluency in oral and written English

- Proficient in all Microsoft Office products; i.e., Word, Excel, PowerPoint