Executive Administrative Assistant

Essential Job Functions:

  • Coordinate, organize, and maintain the CEO’s professional schedule. Schedule and maintain calendars, meetings and travel itineraries, and coordinates related arrangements.

  • Coordinate all telephone, mail correspondence, and email to the CEOin a timely and organized manner. Screen telephone calls and visitors and resolve routine and complex inquiries as directed.

  • Coordinate meetings. Prepare and distribute minutes of meetings.

  • Prepare and review correspondence, reports, expense reports, spreadsheets, presentations and finished documents relevant to the CEO’s assignment.

  • Conduct research and analyze data to prepare reports and documents as requested.

  • Maintain effective communication by organizing, preparing, distributing and filing information.

  • Responsible for confidential and time sensitive information.

  • Monitor CEO’s emails for prompt attention to sensitive or urgent correspondence.

  • Support Operations through direction from the CEO.

  • Responsible for other duties as assigned.

 

Non-Essential Job Functions:

None

 

Physical Environment/Working Conditions

Normal office environment. Physical ability to lift/push/pull packages up to 20 pounds each using proper body mechanics, have manual dexterity to organize and file paper documents in folders, safely operate standard office equipment, ability to sit for periods of eight (8) hours or more at a time in a normal office environment. Is required to use his/her private auto for job related ground transportation. Company reimbursement for personal auto use while on the job is consistent with IRS & STA guidelines.

Education and Work Experience Qualifications:

  • High school diploma 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 clinical /medical environment is required.

  • Data analysis and research experience is preferred.

  • Working knowledge with medical terminology and electronic medical/health records is preferred.

  • Demonstrates 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 communication skills required. Must have the ability to communicate effectively with all levels of personnel and to represent the organization publicly

  • 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 travel in light and commercial aircraft or drive his/her personal auto to meet all job duties and responsibilities. Current Driver’s license required.

Additional Information: Southwest Transplant Alliance is actively taking precautions to protect our community, staff, and partners during this time of medical emergency due to COVID-19. To be employed with Southwest Transplant Alliance, you MUST be FULLY vaccinated for COVID-19.

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