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Senior Administrative Assistant Job



Job Number: 72769176437

Location: Pittsburgh, PA

Date Posted: 9-14-2016

POSITION SUMMARY

The incumbent provides a full-range of high-quality, executive-level administrative support to the Executive Vice President/Chief Administrative Officer (EVP/CAO) primarily, and to the Human Resources Department when requested.  Tasks include, but are not limited to, managing extremely active calendars of appointments; composing and preparing confidential correspondence; compiling documents for meetings; tracking and following-up on urgent and pending issues; file maintenance and record-keeping; completing expense reports; and processing incoming and outgoing mail. 

 JOB RELATIONS

Supervision Received

  • Direct supervision from the EVP/CAO
  • Receives guidance from the Vice President, Human Resources

Supervision Exercised

  • None

Relationships

  • Works effectively with WHS staff at all levels in Pittsburgh and in the field as well as senior management/professionals with clients and other external firms.

 

DUTIES/RESPONSIBILITIES

Maintains the EVP/CAO’s calendar by planning and scheduling meetings, appointments, conferences and teleconferences.  Routinely checks and verifies all appointments are up to date according to any and all changes that could occur.  Plans, coordinates, and ensures the EVP/CAO’s schedule is followed and respected. Creates smooth communication and trust with senior management staff, as well as monitors access to EVP/CAO’s time and office.

Communicates directly, and on behalf of the EVP/CAO, with staff at all levels.  Works closely and effectively with EVP/CAO to keep her well-informed of upcoming commitments and responsibilities, following up appropriately.

Schedules business meetings, travel, and logistics for EVP/CAO and clients/partners as assigned. Proactively troubleshoots and addresses conflicts. Arranges complex and detailed travel plans, itineraries, and agendas.

Drafts memos, documents and various reports requiring an understanding of the business and knowledge of the methods, procedures, policies at Wexford Health; proofreads and edits documents on behalf of EVP/CAO.

Successfully completes deliverables, Excel spreadsheets, reports, PowerPoint presentations, and special projects as needed to facilitate the EVP/CAO’s ability to effectively lead her organization.

Conserves EVP/CAO’s time by reading, researching, and routing correspondence; drafting, proofreading and revising letters and other documents; initiating telecommunications.

Prepares, proofs and finalizes any needed materials, correspondence, presentations and other various documents for all meetings, client gatherings and department reviews. 

Consolidates all receipts and review all expenses. Create and update all needed expense reports, track all signatures and ensure finalization.

Welcomes guests and clients by greeting them, in person or on the telephone; answering or directing any inquiries.  Handles inquiries and courteously re-directs callers to appropriate resources; follows-up as necessary.  Handles incoming calls, responds to inquiries, clarifies company policies and procedures.

Participates in department meetings when requested, takes notes and sends out updates as needed.

Receives, organizes, files and maintains highly confidential company and employee information. 

Assists employees with obtaining answers to Human Resources-related questions; identify appropriate person to assist as needed.

Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation from others; monitoring progress; problem-solving; making adjustments to plans.

The duties and responsibilities outlined herein are for payroll purposes only; employees may be assigned other duties as required.

 PHYSICAL DEMANDS

The physical demands that are described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk, to hear and to see, to stand, walk, and sit, use hands to finger, handle or feel objects, instruments or controls, to reach with hands and arms, to stoop or crouch, balance and kneel, may be required to lift and/or move objects.  Specific vision abilities required by this job include close vision and distant vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  Must be able to clearly communicate orally and via written and typed correspondence and notes using various forms, records, charts, and electronic media. 

ENVIRONMENTAL CONDITIONS

OFFICE

Standard office setting.  Duties require work at a workstation/desk and entails prolonged sitting, paperwork, use of computers, telephones, fax machines, copiers, and other business machines and equipment.

TRAVEL

No travel required.


EDUCATION/EXPERIENCE REQUIREMENTS

The following requirements list the minimum to qualify. 

Licensing

None required

Certification

None required

Education

High School diploma required.  Associate’s Degree in Business Administration or Human Resources preferred.

Experience

Minimum of 3 years of increasingly responsible administrative work experience, some of which must have been in support of executive-level personnel.  Ability to work in high intensity situations.

 

Knowledge, skills and abilities

Proficient in the use of computer, copying, facsimile and other standard office equipment.  Type 60 words per minute.   Extensive experience and high proficiency in Microsoft Office (Word, Excel, Power Point, Outlook and SharePoint)

 

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.  Proactive and self-directed.  Ability to work cooperatively and professionally with other WHS staff to facilitate timely results and meet deliverables.

Superior communication skills (written/e-mail and verbal)

 

Positive energy, enthusiasm and critical thinking skills. 

 

Professional ability to manage sensitive, confidential information discretely.

 

Ability to work 8:30am - 5:00pm and be flexible for overtime as needed

 


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