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Executive Assistant

This job posting is no longer active.

Charlotte, NC, United States
Job ID: 15366
Job Family: Clerical Support
Status: Full Time
Shift: Day
Shift Details: Regular
Department Name: 11141004840501-Administration
Location: Atrium Health Metro

Overview

The Executive Administrative Assistant will provide support to two Senior Vice Presidents, acting with little supervision, anticipating needs while managing the day‐to‐day workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. The Executive Administrative Assistant will perform, coordinate and oversee administrative duties while providing an extensive level of support. This will enable the SVPs to work more efficiently and effectively towards reaching the organization’s growth and strategic goals. 


Essential Functions:

  • Maintain SVP schedules, including day-to-day and long-term management of meetings, projects, and priorities 
  • Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants 
  • Manage full spectrum of the SVPs calendars
  • Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines 
  • Ensure SVPs are prepared for upcoming appointments by gathering materials necessary for each meeting 
  • Work with Atrium Health teammates to collect and assemble information for presentations, projects and strategic planning 
  • Serve as the first point of contact for a wide variety of high-level relationships between the SVP and his/her peers and external contacts 
  • Facilitate, build and monitor relationships including tracking contacts in database and managing follow-up  
  • Handle phone, email and postal mail inquiries and respond appropriately 
  • Draft and edit correspondence, articles, reports and presentations; transcribe meeting notes 
  • Coordinate and manage special projects, including working collaboratively with teammates to assure projects meet deadlines 
  • Take on tasks to support the work of Atrium Health programs and operations and overall mission 
  • Work as a member of the team, willingly providing back‐up support for co‐workers when appropriate and actively supporting group goals
  • Assists with preparation of presentations using PowerPoint, Excel and Word 

Competencies:

  • Proven work experience as executive assistant, office manager or similar administrator position
  • Utilize analytical skills and a demonstrate broad understanding of the business to effectively interpret and anticipate needs 
  • Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction 
  • Demonstrate flexibility in the face of change 
  • Project a positive demeanor regardless of changes in working conditions 
  • Produce well thought‐out, professional correspondence free of grammatical and spelling errors 
  • Interact professionally with stakeholders and teammates at all times 
  • Promptly respond to requests with accuracy and a courteous demeanor 
  • Demonstrate an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates 
  • Display proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc. 
  • Demonstrate advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills 
  • Strong EQ with an ability to effectively manage conflict

Qualifications:

•    High School Diploma or GED required; Associate Degree preferred
•    Required over 3 years of experience as executive assistant, office manager or administrator 
•    Demonstrable experience as a relationship builder with high level of tact, discretion and diplomacy
•    Demonstrable experience in project planning and management
•    Produce well though-out, professional correspondence free of grammatical and spelling errors
•    Proficient in all MS Office applications including Excel, Word, PowerPoint, etc.
 

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