Executive Administrative Assistant

• Monitors status of department work to resolve issues within scope of authority and/or notify appropriate party for resolution and inform supervisor of operational problems.
• Tracks projects to ensure appropriate prioritization with respect to deadlines.
• Manages a variety of special projects, some of which may have organizational impact. Prepares special or one-time reports, summaries or replies to inquiries, conducts preliminary research, and selects relevant information from a variety of sources.
• Anticipates and prepares materials needed by the leaders for conferences, correspondence, appointments, meetings, telephone calls, etc.
• Maintains calendar, schedules appointments, and arranges meetings; proactively communicates changes, and anticipates and responds to scheduling conflicts.
• Develops a strong, strategic partnership with executives to improve day to day efficiency.
• Handles a variety of matters involving contact with various departmental staff.
• Maintains and compiles various department financial, human resource, and statistical reports and logs.
• Records minutes, notes, and commitments made by leader or staff during meetings and arranges for implementation or follow up.
• Arranges and manages all travel details and expenses for executives.
• Coordinates and plans large events.
• Composes letters and memoranda from verbal direction, dictation, or from knowledge of company policies and procedures using a PC software package.
• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails, and mail. Handles all calls and visitors with customer service and professionalism, ascertaining nature of business, and follow-up to appropriate person.
• Reads publications, regulations, and directives and takes action or refers those that are important to supervisor and staff.
• Assists in some administrative details, usually of a confidential nature.

JOB-RELATED SKILLS/COMPETENCIES

• Exceptional language skills
• Concentra Core Competencies of Service Mentality, Attention to Detail, Sense of Urgency, Initiative and Flexibility
• Ability to make decisions or solve problems by using logic to identify key facts, explore alternatives, and propose quality solutions
• Outstanding customer service skills as well as the ability to deal with people in a manner which shows tact and professionalism
• The ability to properly handle sensitive and confidential information (including HIPAA and PHI) in accordance with federal and state laws and company policies
• Proficient in PC word processing software such as Word and spreadsheet software such as Excel
• Excellent written and oral communication skills
• Excellent organization and detail-oriented skills
• Ability to coordinate and prioritize multiple tasks in a fast-paced environment
• Ability to remain positive in high pressure and stressful situations
• Excellent telephone etiquette
• Outstanding attention to detail to review and edit text and prepare various written documents

• High School Diploma or GED equivalent
• Certified Administrative Professional (CAP) or professional certification in office management or executive assistant training preferred

JOB RELEVANT EXPERIENCE:

• Customarily has at least four or more years of demonstrated experience (preferably in healthcare setting as an executive assistant or senior level administrative assistant)

WORKING CONDITIONS/PHYSICAL DEMANDS:

• Office environment