Executive Assistant

Description

BBS ADMINISTRATIVE EXECUTIVE ASSISTANT

Reports to: COO Department Administration

Position Summary:

The Executive Administrative Assistant is responsible for assisting the COO and/or other BBS leaders in the day-to-day activities including screening calls, managing calendars, making travel, meeting and/or event arrangements, preparing reports and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, effective project coordination and the ability to work well with all levels of management and staff, outside clients and vendors. Sensitivity to confidential matters is required.

Position Accountabilities:

The following are essential job accountabilities: Percent of Time

Provides confidential, professional, administrative support to the BBS Leadership

Team, including President and COO. 20%

Maintains executives’ appointment schedule by planning and scheduling meetings,

conferences, teleconferences, and travel. 20%

Prepares reports by collecting and analyzing information as well as submitting

monthly expense reports. 15%

Creates PowerPoint slides, spreadsheets, presentations and other communication

as needed. 15%

Prepares for board and committee meetings. 10%

Assists HR as needed on special projects (i.e. Open Enrollment, New Employee

Orientation, etc.). 10%

All other duties as assigned or requested 10%

100%

Qualifications:

Basic Education 

High school diploma or G.E.D. required

 Basic Experience

 A minimum of three (3) to five (5) years of experience working as an executive secretary.

 Excellent typing and Microsoft Office (including PowerPoint) skills.

 Ability to organize a high volume of information, work collaboratively with others and communicate effectively. 

Must be detail-oriented to ensure accuracy of work, and possess ability to multi-task and work independently in a fast paced environment. 

Reports to work regularly and on time. Maintains a positive attitude and demonstrates the utmost in professionalism. 

Dresses appropriately and professionally.

 Completes work accurately and in a timely manner. 

Maintains effective working relationships with physicians, administration and other staff members.

Requires flexibility to work occasional evenings or weekends. Preferred Education Degree preferred but not required 

Preferred Experience 

5+ years of executive administrative experience, preferably in a private practice or hospital setting strongly preferred.

Physical Demands 

Ability to read and write the English language

 Sitting (50%) 

Standing (20%) 

Bending (30%) 

Carrying (25%) 

Lifting up to 10 pounds infrequently Eye-hand coordination and manual dexterity sufficient to operate a computer keyboard, photocopier, fax machine, telephone, calculator, and other office equipment 

Working Conditions 

Normal office working environment Overtime as required