Overview Statement:

The executive assistant serves the Vice President of Clinical Operations and Client Relations in daily business operations.

Position Requirements:

  • High school diploma or equivalent
  • 5+ years executive-level support experience
  • Business and administrative professional training
  • Community and Volunteer Involvement
  • Driver’s license
  • Intermediate skills with Microsoft Office (specifically Outlook, Word, Excel, and PowerPoint)
  • Excellent communication skills (written and verbal)
  • Professional telephone etiquette
  • Works well independently and as part of a team
  • Ability to complete tasks without direct supervision
  • Ability to problem solve
  • Professional dress and behavior at all times

List of Duties and Responsibilities:

  • Monitor VP’s email account daily, organize and prioritize emails, and respond to emails on behalf of VP.
  • Alert VP to important emails that require prompt, direct attention from the VP.
  • Alert VP to important telephone messages that require prompt, direct attention from the VP.
  • Take phone calls at Carbondale Main Office for VP and forward messages to VP as appropriate.
  • Respond to voicemails forwarded by the VP.
  • Manage VP’s personal cell phone during meetings.
  • Draft and send emails, memos, letters and other documents at the request of and on behalf of the VP.
  • Transcribe hand-written notes and add related tasks to VP’s project management account.
  • Prepare agendas for meetings organized by VP.
  • Attend and take notes at meetings attended by VP and document and disseminate those notes and related action steps to other Integritas team members as appropriate.
  • Print and distribute documents to meeting attendees during meetings as directed by VP.
  • Maintain discretion and confidentiality in relationships with senior and executive leaders.
  • Assist in creation and maintenance of business development database.
  • Assist in creation and maintenance of client database.
  • Send out emails and other materials related to marketing and business development.
  • Plan and register for marketing events and conferences.
  • Assist in creation of email templates and other materials related to sales and marketing.
  • Manage VP’s calendar (respond to invitations, create events).
  • Schedule meetings and be main point of contact for Integritas team members for scheduling meetings with the VP.
  • Reserve locations for meetings.
  • Maintain priority list for meetings with VP.
  • Verify VP’s schedule with VP one week in advance.
  • Schedule monthly 1:1 coaching sessions with VP and VP’s direct reports.
  • Send daily summary of tasks/priorities for the day and any upcoming meetings and priorities for the next day to the VP.
  • Assist VP in creating daily to-do lists and weekly operations report.
  • Work with IT Coordinator to troubleshoot minor IT problems, including problems related to email, SharePoint access, and remote access to Hospital EMRs.
  • Run errands for VP, including delivering and picking up documents and other items.
  • Arrange catering for VP-organized events and meals for VP as requested.
  • Approve VP’s direct reports’ hours and vacation requests on VP’s behalf.
  • Review and approve expense reports from VP’s direct reports on VP’s behalf.
  • Work closely with Administrative Assistant to make and manage travel arrangements for VP.
  • Work with Administrative Assistant to provide travel itineraries to VP.
  • Accompany VP on business travel on an as-needed basis.
  • Be available to VP for administrative assistance in the above mentioned areas and in any other tasks.
  • As time allows, be available to other teams, departments, and committees for administrative support.
  • All other tasks as assigned.

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