Reports to: Senior Manager
Provides executive-level administrative support for the Medical Director, Executive Director, Senior Administrative Directors, and other members of the executive administrative team as needed. Provides additional support for Associate Medical Directors, and the Director of Clinical Operations and Chief of Nursing.
Responsible for prioritizing, sequencing and executing administrative tasks in a highly visible role including composing correspondence in the voices of the principals, editing reports and news items, drafting department-wide communications, assembling complex data for the principals to present in the form of tables, charts, and PowerPoint. Responsible for scheduling, fielding a wide array of phone calls with diplomacy, and organizing and taking minutes at high-profile meeting logistics. Coordinates and arranges travel, events and special projects as needed.
Responsible for coordinating and collaborating with leadership, managers and other administrative and support staff across the department. Works to ensure administrative coordination wherever possible between the administrative and clinical leadership team members and their activities. Collaborates and communicates with teams, managers and other administrative and support staff across the Institute on a regular basis to facilitate meetings, events and other ad hoc activities.
Principal Duties and Responsibilities:
- Screens and refers incoming calls, handles complaint calls with tact; communicates messages in a timely manner, collaborates to ensure phone coverage.
- Maintains administrative calendars for the Medical Director, Executive Director, Chief of Staff, and other administrative and clinical leadership as requested.
- Composes formats, edits and distributes correspondence
- Drafts, formats, and edits presentations.
- Coordinates annual agenda planning
- Coordinates weekly huddles and agenda items, advance materials distribution, and logistics for meetings
- Communicates and advances guest presenters
- Assembles materials and provides in-meeting technical support
- Attends meetings; takes minutes; ensures minutes are re-circulated to appropriate parties and action items are tracked
- Supports weekly project dashboard updates for team members
- Responsible for all scheduling and communications around Executive Admin sponsored and department-wide events.
- Works with leadership team to identify agenda items and action items for scheduling.
- Coordinates with other areas or individuals responsible for providing meeting content and advance materials.
- Recommends and reviews catering options
- Communicates with the department about upcoming agendas
- Provides scheduling, administrative and event support for department meetings and department committees as assigned
- Provides administrative and meeting support for the Senior Leadership Group meetings
- Performs other duties as needed.
Minimum Required Education and Experience:
- High school degree or equivalent.
- Five years’ administrative experience or equivalent.
- Position requires poise, discretion, tact, organization skills, accuracy and reliability.
- Must be able to take initiative, set priorities, make independent decisions, manage multiple tasks simultaneously, and work autonomously and effectively.
- Excellent interpersonal and organizational skills a must.
- Strong attention to detail.
- Ability to bring projects to completion within established timeframes.
- Ability to approach problems creatively and resourcefully.
- Must exercise sound judgment in performing duties of a highly confidential nature.
- Exceptional verbal and written communication skills required.
- Must be comfortable with working on and with computers. Proficient at minimum with Microsoft Office and comfortable with everyday office technology and programs in general.
- Must be comfortable collaborating and interacting with a wide range of individuals.
- Strong commitment to customer service required.
 To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.