Executive Assistant

Requirements: Highschool Diploma or equivelant, at least 3-4 years Executive Assistant experience requiredKnowledge, Skills & Abilities required: *Knowledge of Wheaton Franciscan Healthcare's Mission, Vision, Values or willingness to learn.*Computer experience with proficiency in Microsoft Office products including electronic calendar. *Typing (60+ wpm) and proofreading skills.*Knowledge of minute/record-taking.*High level of confidentiality.*Ability to anticipate executive/manager needs.*Ability to organize multi-faceted projects. *Able to prioritize project and meet required deadlines.*Demonstrates high level of confidentiality.*Excellent organizational skills. *Answer phone calls for executives/managers in a professional manner.Description: To provide all clerical and other support services for assigned executives and leaders. To function with other clerical staff as part of the Support Team.Coordinate the scheduling of all meetings with both internal and external contacts and maintain the calendar of the leader(s) as assigned. Schedule meetings and appointments, anticipating conflicts, ensuring accurate times and locations and informing those involved. Coordinate meeting set-up, speakers, room requests and clean-up, to include food arrangements on or off campus.Provide general clerical support for assigned executive(s) and others as requested. Compose, sign, and mail/distribute executive team correspondence and other communications as requested and in a timely manner. Open, review, prioritize, sort and coordinate all incoming written correspondence (mail or e-mail) according to the specific instructions of the executive team member. Place orders on the PMM ordering system; submit completed check requests and/or service requisitions. Assemble presentation materials as requested. Store all documents with an identifiable computer address to ensure easy retrieval of information. Demonstrate flexibility of secretarial skills by cross-covering other support associates when requested. Set-up, update and maintain organized and accurate filing systems, reference materials and directories utilized by the executive team member.Represent the office to public and internal contacts in a manner reflecting credibility of the organization. Handle incoming calls and visitors to ensure accurate and efficient office communication is facilitated and is presented in a positive manner. Place phone calls for assigned executive(s) and initiate phone conference upon request. Take and relay messages in a timely manner. Provide information-management support through the timely development and coordination of requested reports, correspondence, agendas, minutes and other documents in order to facilitate ongoing and efficient organizational operations. Type documents from notes, drafts or dictation in an accurate and neat manner, within assigned timeframes. Proofread all types of correspondence, including letters and memos, to ensure complete accuracy prior to distribution. Compile, photocopy and prepare documents for distribution according to requested format. Assist with dissemination of news releases to the media. Coordinate and complete other projects, upon request such as assembling a weekly packet of health care news coverage and maintaining contact databases, assisting with production of letters from a mailing list, assisting with meeting and event planning as needed. Handle a high volume of confidential and sensitive information while maintaining confidentiality of all organizational information.Assist in the arrangement of travel plans upon request, to include: flight reservations, car rental and lodging. Contact travel agencies to make arrangements/itineraries.Support day-to-day functioning of the executive office through completion of assigned area responsibility and any other duties which may be assigned. Identify and troubleshoot problems or malfunctions with office equipment and notifies the office manager or vendor of detected malfunction the same day. Act as a resource person for others who require assistance with a piece of office equipment. Maintain accurate and up-to-date repair logs.