The Executive Secretary performs advanced, diversified secretarial and administrative duties while using discretionary initiative, professionalism and judgment. The role requires thorough knowledge of hospital policies, organization, personnel and services and performs high level secretarial functions with advance competency on multiple software. This position requires good organizational skills, the ability to handle information in a confidential manner, and a pleasant personality with the (co-workers, physicians, public). This position requires the ability to: perform office work directly related to management policies or general business operations; exercise discretion and independent judgment; provide regular and direct assistance to executives; maintain strict confidentiality and perform work, special assignments and tasks under only very general supervision. Successful candidates demonstrate superior interpersonal and administrative skills commensurate with the position.
Essential Job Outcomes & Functions
Performs administrative duties including typing correspondence, reports, memoranda from the Department Head. Ensures the efficient management of the department operations and maintains the Department Head's calendar
Must be organized and have the ability to schedule appointments and coordinate arrangements for meetings including catering, transportation, audio/visual equipment and other arrangements as needed
Answers and screens telephone calls for all office staff; responds to routine telephone inquiries and ensures the accurate recording of information for the staff to respond to request(s)
Efficiently and effectively takes minutes for department management meetings and other meetings as assigned. Assists in the preparation, planning and execution of the agenda
Communicates effectively in written and verbal form using appropriate grammar as well as transcribes from dictation and compose non-routine correspondence on own initiative
Collect and distribute mail in a timely manner, and in accordance with established department procedures
Offers to assist others when work is completed without being prompted
Performs other duties as assigned. Qualifications/Work Experience
3+ years advance secretarial experience supporting more than one manager/director/executive.
Advanced expertise on various multiple software’s, including Microsoft Office applications.
Ability to type 55 WPM.
2 years college or demonstrated courses in secretarial/business preferred.