Executive Assistant
At STA, we believe our superpower is our people. It is no accident that our values are rooted in saving lives through organ and tissue donation. This role is focused on growing, looking for a different way to drive our mission and sustaining the best OPO in the country.
The Executive Assistant provides administrative support to the C-Suite and is responsible to perform advanced, diversified, and confidential analytical and administrative duties requiring broad and comprehensive experience, skill and knowledge of organization policies and practices.
Essential Job Functions and Responsibilities:
Coordinate, organize, and maintain the Executive’s professional schedule, suggest alternative dates when required and prioritizing the most sensitive matters
Proactively recognize and adjust calendar conflicts in a seamless manner, considering all team members included
Monitor Executive’s email for prompt attention to sensitive or urgent correspondence, screen for routine correspondence, and respond as appropriate
Greet visitors and represent STA with an executive presence; serve as a liaison to the Executive team while building and maintaining relationships across teams
Coordinate presentations for both internal and external meetings, including at the national level
Prepare and review correspondence, reports, expense reports, spreadsheets, and finished documents relevant to the Executive’s assignment
Assist in the planning of activities and processes including project planning, prioritization, execution, and training
Maintain monthly dashboards to assist C-Level and Leadership
Help reiterate Strategic Goals and expectations of the C-Level to staff
Assist planning events and employee team building activities or special projects
Conduct research and analyze data to prepare reports and documents as requested
Provide effective communication via organizing, preparing, and distributing information
Responsible for confidential and time sensitive information
Complete accurate and timely expense reporting for Executives utilizing expense management software
Mange complete administrative work requiring the use of independent judgment and initiative
Proactively offer recommendations for process improvement when identified
Performs other duties as assigned
Education, Experience, and Licensing Requirements:
Associate degree or equivalent required. Bachelor’s degree in business, administration, or healthcare is preferred
Minimum of five years providing senior administrative support to an executive and department in a healthcare environment is required
Working knowledge with medical terminology and electronic medical/health records is preferred
Current Driver’s license required
Qualifications and Skills:
Must demonstrate advanced organizational, analytical and time management skills; required to manage multiple priorities and multi-task
Advanced proficiency in Microsoft Office to include Word, Excel, PowerPoint, Outlook required
Excellent oral, written, and documentation skills
Must have the ability to communicate effectively with all levels of personnel and to represent the organization publicly
Nimble, flexible, and resilient; comfortable working in a faced paced area within a team consistently striving for improvement
Accountable and must hold a high degree of initiative
Ability to work both independently and as part of a team required
Ability to cope with high levels of stress and able to handle a heavy workload
Ability to be flexible in a dynamic work environment
Ability to travel in light and commercial aircraft or drive his/her personal auto in order to meet all job duties and responsibilities