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Executive Assistant - Administration

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  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Milwaukee

Requirements

  • - High School Graduate.
  • - Typically requires 5 years of experience in a secretarial or administrative assistant position.
  • - Reports to a Vice President or above.
  • - Ability to effectively manage time and priorities.
  • - Demonstrated ability to maintain a high degree of confidentiality.
  • - Ability to prioritize office workflow and make effective administrative decisions to increase efficiency, accuracy, and productivity.
  • - Ability to take initiative to develop correspondence as appropriate and independently problem solve on office related issues.
  • - Demonstrated ability to tactfully and effectively communicate (written and verbal), with a variety of individuals and highly visible customers/leadership.
  • - Must be proficient in the use of the Microsoft Office (Excel, PowerPoint and Word) or similar products.
  • - Demonstrated ability to create and compile simple to complex documents, reports, graphs/charts, and presentations.
  • - Ability to manage data systematically.
  • - Demonstrates organizational ability and attention to detail and accuracy.
  • - Ability to effectively present information in one-on-one and small group situations.
  • - Must operate all equipment necessary to perform the duties of the job.
  • - Must be able to sit, stand, and walk for prolonged periods of time in order to complete required word processing, filing, photocopying, distribution of materials and other related functions.
  • - Exposed to a normal office environment.
  • - Must be able to continuously use a keyboard.
  • - Occasionally lifts items weighing up to 20 lbs.
  • - Must have functional speech, vision, and hearing.
  • - Must be able to concentrate on minute detail with frequent interruptions.
  • - Must be capable of using a computer, writing, and data entry for prolonged periods of time.

Responsibilities

  • Schedules, maintains, and prioritizes a calendar of appointments, meetings, and travel. Plans and organizes administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.
  • Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
  • Performs a variety moderately complex word processing such as creating/drafting correspondence, memos, and documents from rough draft, under verbal instruction or independently. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics, reports, or statistical data.
  • Creates reports under general instruction and displays data to support needs; generates existing reports and distributes reports as needed.
  • May present administrative materials, reports, and information to a group of individuals.
  • Establishes and maintains filing systems for records, files, and documentation. Maintains confidential materials and records.
  • Opens, reads, and prioritizes mail and department documents, initiating return correspondence as appropriate.
  • Performs independent research and compiles, analyzes, and summarizes information from a variety of sources to support administrative needs.
  • Operates and maintains office equipment (fax, printer, photocopier) and may order office supplies.
  • May act as a resource to other clerical staff regarding answering questions on processes/procedures and providing training.

FAQs

What are the primary responsibilities of the Executive Assistant position?

The main responsibilities include scheduling and maintaining calendars, answering and screening calls, performing word processing tasks, creating reports, managing filing systems, handling mail, conducting independent research, operating office equipment, and possibly training other clerical staff.

What educational qualifications are required for this position?

A high school diploma is required for the Executive Assistant position.

How many years of experience are typically required?

Typically, 5 years of experience in a secretarial or administrative assistant position is required.

Is there a requirement for any certifications or licenses?

No certifications or licenses are required for this position.

What skills are essential for the Executive Assistant role?

Essential skills include effective time management, maintaining confidentiality, strong communication skills, proficiency in Microsoft Office, organizational abilities, attention to detail, and the ability to present information effectively.

Are there any physical requirements for this job?

Yes, candidates must be able to operate necessary equipment, sit, stand, and walk for prolonged periods, lift items weighing up to 20 lbs occasionally, and use a computer for extended periods.

To whom does the Executive Assistant report?

The Executive Assistant reports to a Vice President or higher.

What type of environment does this job typically involve?

The position usually involves exposure to a normal office environment.

Will the Executive Assistant have opportunities to conduct independent research?

Yes, the position involves performing independent research and compiling information from various sources to support administrative needs.

Is training provided for other clerical staff?

Yes, the Executive Assistant may act as a resource for other clerical staff and provide training on processes and procedures.

Science & Healthcare
Industry
1001-5000
Employees
2018
Founded Year

Mission & Purpose

Advocate Aurora Health and Atrium Health are now Advocate Health – the fifth-largest nonprofit integrated health system in the U.S. Advocate Health is the fifth-largest nonprofit integrated health system in the United States –created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois, Atrium Health in the Carolinas, Georgia and Alabama, and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care, with Wake Forest University School of Medicine serving as the academic core of the enterprise. Headquartered in Charlotte, North Carolina, Advocate Health serves nearly 6 million patients and is engaged in hundreds of clinical trials and research studies. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs nearly 150,000 team members across 67 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to equitable care for all, Advocate Health provides nearly $5 billion in annual community benefits.

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