Job Details

GENERAL SUMMARY

The Executive Assistant performs a wide array of high level executive administrative and operational support duties, including collaborating with executive leaders and other Executive Assistants across the organization. This role functions within a centralized administrative support model, providing consistent and coordinated support to executive leadership. Reports administratively to the Manager, Executive Support, with day-to-day functional support provided to assigned SVP or VP- level executive leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Maintains complex executive calendars and coordinates meetings to ensure the most efficient and effective use of time.

Performs a variety of administrative activities to ensure the smooth and efficient operation of the assigned executive offices.

Organizes and tabulates data, often of a highly confidential nature using MS Office and/or other related productivity tools effectively.

Prepares, edits, proofreads and distributes policies, memorandums, letters and other office correspondence at the request of the executive(s).

Assists executive(s) in time management by ensuring meetings begin and end on time, building travel time into the scheduling and minimizing interruptions.

Compiles meeting agendas and gathers information from multiple sources (including from other Executive Assistants) and ensures that materials are assembled and distributed in a timely manner.

Coordinates internal and external meeting arrangements such as invitations/registration process, facility arrangement, technology coordination and related logistics, including support for virtual and hybrid meetings.

Screens incoming telephone calls, takes and delivers accurate messages, responds to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

Maintains adequate office supplies and office equipment.

Maintains accurate and up-to-date documents for ease of access and retrieval.

Maintains expense reporting and filing, including PCARD and travel arrangements.

Works collaboratively with other Executive Assistants under the directions of the Manager, Executive Support to balance workload, provide coverage, and ensure continuity of executive support.

Exercises sound judgement and discretion in prioritizing requests, managing competing demands, and determining when matters should be escalated.

Performs other duties as assigned.

LICENSES AND/OR CERTIFICATIONS

Required Licenses and/or Certifications

None required.

Preferred Licenses and/or Certifications

None preferred.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Required Education and Experience

High school diploma or GED or equivalent required.

Four years of executive level support experience required.

Preferred Education and Experience

Relevant college coursework or degree preferred.

Required Knowledge, Skills and Abilities

Advanced proficiency in Microsoft Office productivity tools, including Outlook, Word, Excel and PowerPoint.

Strong oral, written and professional interpersonal communication skills, including following through on outstanding matters.

Strong multi-tasking, organizational, time and project management skills and must be detailed oriented.

Proficient in being discreet and maintaining confidentiality with a high degree of tact and integrity.

Must be comfortable performing all work in a CHKDHS onsite office environment.

Must represent the organization and executive(s) in a positive manner.

Demonstrated ability to operate in a fast-paced and dynamic environment.

Demonstrated ability to work effectively within a centralized, team-based administrative support structure.

WORKING CONDITIONS

Normal office environment with little exposure to excessive noise, dust, temperature and the like.

PHYSICAL REQUIREMENTS

Click here to view physical requirements. ( A Jobs.pdf )