Administrative Assistant

Position Summary:

Provide executive-level administrative support to executives and works independently with little or no supervision. Must be a highly resourceful team-player with the capability of working under pressure in a fast-paced environment while remaining flexible, proactive, and efficient. Maintain the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a balance among multiple priorities.

Essential Duties and Responsibilities:

• Maintains executives’ calendar, exercising considerable discretion and judgment as to priorities and effective use of their time.
• Ensures that executives are always prepared with meeting materials and presentations, pertinent information and/ or data, and travel itineraries.
• Manages and logs incoming scheduling requests, re-schedules meetings as necessary, proactively communicates changes, and anticipates and responds to scheduling conflicts.
• Anticipates executives’ needs and pre-plans/prepares in advance of expressed need(s).
• Plans and flawlessly compiles Board of Trustee materials, as necessary. Establishes and adheres to a timeline and communicates to key stakeholders expected due dates, deliverables, and standardized format.
• Attends scheduled board meetings and serves as the notetaker to document discussions, motions, decisions, and action items.
• Utilizes in-depth knowledge of Microsoft suite of products including, but not limited to, Word, PowerPoint, Excel, Outlook, One Drive, Teams (or other virtual meeting tools) and SharePoint among others, to create, produce, publish, and store materials and/or host meetings.
• Exhibits excellent communication and writing skills demonstrating the ability to function in a professional and effective manner and organizes information in a clear format.
• Provides a bridge for smooth communication between other administrative assistants and internal departments; demonstrating leadership to maintain credibility, trust, transparency, and support with senior management staff.
• Displays efficient work management skills that reflect efficient planning and scheduling of work assignments and the ability to prioritize and meet deadlines.
• Demonstrates initiative and self-management reflective of being proactive and problem-solving with limited to no supervision.
• Ensures consistent and efficient interaction with other executive secretaries and leadership across the organization and consistently demonstrate poise and respect.
• Promotes a clean and safe environment of care, utilizing the SAFE error prevention habits.
• Provides the highest standard of privacy and confidentiality in matters involving patients, co-workers, and the Hospital, by abiding by the Standards of Conduct.
• Supports the Silver Cross culture by continually demonstrating and promoting a welcoming and inclusive environment advancing equity and valuing diversity.

Required Qualifications:

Education and Training:

• High school diploma required. Four-year degree preferred or commensurate experience.
• Minimum of 5 years of experience in an executive or senior administrative business environment, health care preferred.
• Demonstrates proficiency and a minimum of 5 years of experience in Microsoft Office software applications (Microsoft Word, Excel, PowerPoint, and Outlook). Diligent Board Books, Resource Scheduler and Workday applications a plus.
• Exhibit strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills to ensure all encounters are handled in a professional and courteous manner.
• Highly resourceful team-player with the ability to also be extremely effective independently.

Hours:

Weekdays - Monday through Friday

Benefits for You:

At Silver Cross Hospital, we care about your health and well-being and that’s why we work hard to provide quality and affordable benefit options for you and your family. Our comprehensive benefit package includes Blue Cross Blue Shield Medical plans as well as dental, vision and life insurances. Other benefits our employees enjoy include PTO & Sick Banks, Tuition Reimbursement, Flexible Spending Accounts, Employee Assistance Program and our 401(k) Savings plan with a match. Benefits are available for our part-time and full-time staff.