Submission for the position: Executive Assistant - (Job Number: 24013730)

JOB SUMMARY

Provide independent, confidential, complex, high-level administrative, analytical, planning and project support for the President. This includes evaluating departmental operations, assembling background material, reporting, and data for meetings and conferences. Establishes daily calendar priorities, screening requests and scheduling appointments. Works directly with leaders and staff on special projects. Serves in dotted line supervisory capacity over all other administrative support for purposes of standardizing administrative support and improving efficiency. This role requires qualities such as adaptability, flexibility, dependability and accountability. Some of the work may be self-appointed, and requires a high degree of professional independence, initiative and self-discipline.

ESSENTIAL FUNCTIONS OF THE ROLE

Oversees and/or performs a range of diverse administrative activities in the management, coordination and implementation of the operations of the President with wide latitude for exercising discretion and independent judgment in screening and handling phone calls, and other forms of correspondence; serves as a central point liaison with other departments and external constituencies in the resolution of a variety of daily matters. Manage inquiries for appropriate response.

Independently generates complex, detailed presentations and reports. Compiles reports and analysis setting forth progress, adverse trends, and appropriate recommendations or conclusions.

Oversees the management of the President's calendar to include scheduling, rescheduling and prioritizing calendar as needed. Schedule large volume of meetings involving Management Staff, Trustees, Physicians, Community Leaders, City Officials, etc. and may attend meetings as needed. Prepares agendas and makes arrangements for meetings. Makes all travel arrangements and prepares travel itineraries, arranges flight and hotel reservations, prepares expense reports, and submits reimbursement claims.

Plans, coordinates and executes visits of external corporate executives. Meets and greets executives, clients and prospects in person and on the phone. Ensures that caterings, logistics and hospitality is extended to all key external guests including Board members and business and community leaders. Helps the President to maintain an extensive network of internal and external relationships including routine interaction with key local and national organizations.

Manages day-to-day office activities and functions to include purchase requests; answering telephones, processing mail, responding to inquiries from the public and staff to determine distribution to the President, or appropriate staff member, taking meeting minute notes; and implementing office procedures and filing systems that lead to greater efficiency and effectiveness. Helps resolve patient problems coming to the President's Office by phone, mail, walk-ins, etc. ensuring appropriate contact, follow-up action and documentation. Disseminates information to staff members as appropriate.

Assist with and maintain department budget. Manage season tickets for Dallas sports teams. Order, sort, distribute, records and report usage on a quarterly basis. Process all invoices related to tickets and other expenses incurred by the President

Develops efficient systems for tracking performance measures for key metrics related to the President's areas of responsibility. May be responsible for database coordination, including data entry and production of regular and ad hoc reports. Assist with maintaining leadership systems including agendas, templates, charters, etc. Handles set up of audio-visual equipment for meetings, webinars, conference calls, etc.

Assist in coordination of annual Board/Medical Staff Retreat and Trustee Conferences/Strategy Sessions. Manage materials and information related to various National, State and Local Boards of which the President is a member. May schedule, coordinate and attend meetings of the Board of Directors and Committees, and assist in the preparation of Board and Committee materials.

Assist Director of Governance Excellence with the overall management of system-wide governance functions. Maintains departmental manuals, policies, historical information as needed. Ensures workflow is assigned with top priorities, communicates and/or coordinates the President's instructions to others. Familiar with the business' strategy, processes and procedures. Provides project coordination on leadership level projects and activities. Knowledgeable of department specific activities to provide operational support in areas of assignment. Serves in a dotted line supervisory capacity over all other administrative support within the System for purposes of standardizing administrative support and improving efficiency. Will routinely contribute to the evaluations for all assistants of Level 1 leaders and other assistants as requested. When demand dictates and in collaboration with the primary manager, coordinates the work of others' executive and administrative assistants. Assists with orientation and mentoring of other administrative staff including allocating workload and monitoring performance. Participates in the hiring of new team members.

Leads Administrative Services collaborative. Ensures collaboration and alignment with the administrative services members that support senior leaders. Leads group meetings, provides proactive ideas and solutions for agenda items, particularly those related to improving productivity, innovation, customer responsiveness and optimization of our work/business environment.

Responsible for ensuring all administrative areas, including phones, are covered between 7:30 am and 5:30 pm Monday through Friday. Responsible for coordination of paid time off coverage for executive assistants in the leadership suite. Available by text or e-mail during business hours; and may be asked to be available on weekends as demands dictates. Performs other position appropriate duties as required in a competent, professional and courteous manner.

KEY SUCCESS FACTORS

Expert knowledge of administrative practices and procedures. Ability to deal with multiple priorities and track a high level of detail in a fast-paced environment.

Ability to deal with all levels of staff, management, and the public, under highly stressful conditions while maintaining confidentiality.

Demonstrated excellent verbal and written communication and customer service skills in interactions with patients, members, employees and the public. Ability to handle highly challenging interactions with potentially aggressive customers and providers using listening skills, negotiating skills, grace and aplomb.

Expert computer skills and related software applications such as desktop publishing, project management, spreadsheets, and database management, MS Office and handles set up of audio-visual equipment for meetings.

Ability to work in a team environment and ability to train, motivate, evaluate, and supervise employees as required and work in a team environment.

Detailed knowledge of general business operations and phone skills, word processing, departmental budget tracking, letter writing skills, travel scheduling and event coordination. Ability to interpret information and data to determine what and how work is to be done, as well as why it is done.

Ability to make decisions and develop solutions, determining appropriate courses of action in complex situations that may ambiguous and not addressed by existing policies, procedures or protocols. Decisions include changes in staffing levels, prioritization of work and application of established procedures.

BENEFITS

Our competitive benefits package includes the following

- Immediate eligibility for health and welfare benefit

- 401(k) savings plan with dollar-for-dollar match up to 5%

- Tuition Reimbursement

- PTO accrual beginning Day 1

Note: Benefits may vary based upon position type and/or level

QUALIFICATIONS

- EDUCATION - Bachelor's or 4 years of work experience above the minimum qualification

- EXPERIENCE - 5 Years of Experience