Executive Assistant to Office of the CEO-(UAB0014E)
Description
UAB Medicine is Alabama’s largest single-site employer and operates over 1,200 beds and over 200 clinics in,Alabama. When you become part of UAB Medicine, you join a committed to education and advancing medical science through research.
U.S. News & World Report's Best Hospitals, #1 in Alabama- America’s No. 1 Best Large Employer, Forbes, 2021- Level I Trauma Center- NCI-Designated Comprehensive Cancer Center, Comprehensive Transplant Institute, Comprehensive Stroke CenterOur success in patient care, innovation, and education is a direct result of our supportive and inclusive culture .
Whether you are looking to start your career, fast-track your development, or diversify your skills, UAB Medicine offers avenues for advancement that other employers cannot match . Job Description :
To serve as the Executive Assistant to the UAB Health System Chief Executive Officer and the CEO’s Chief of Staff.To handle a wide range of administrative and executive support related tasks.
To cultivate and maintain strong relationships with professional colleagues in and outside the Health System.To complete assignments in a thorough, accurate, and timely matter that achieves expected outcomes, using time productively and making best use of systems and resources available.
To exercise courtesy, tact, and respect when interacting with others.To listen carefully to requests and seeks clarification to ensure understanding.
This position is distinguished from other administrative support classes in that the position provides highly sensitive support to the UAB Health System Chief Executive Officer and CEO’s Chief of Staff.
Responsibilities require the exercise of independent judgment with minimal supervision.Demonstrates consistent and sound knowledge of the specific area of assignment and of overall UAB Health System or affiliated entity(ies) activities.
Strategically manages a complex calendar for the Chief Executive Officer and CEO’s Chief of Staff of the UAB Health System, including scheduling and preparation for meetings.
Schedules meetings in a timely manner.Prepares for meetings by preparing agendas, sending meeting reminder notices, confirming attendees, arranging for catering, and confirming set up of necessary equipment / supplies.
May attend some meetings as required.Prepares and distributes meeting notes, minutes, and / or reports as needed.Performs set up for routine annual meetings each year no later than December for following year.
Makes arrangements for vendors when making on-site presentations / demonstrations / visits.
Effectively and efficiently completes administrative support related activities.Arranges complex and detailed travel plans and itineraries;
compiles documents for travel-related purposes.Prepares and submits expense reports and requests for reimbursement.Prepares presentation materials (Power Point slides, handouts, etc.
Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling the event budget.
Responds to and prioritize various inquiries and requests from the Chief Executive Officer and CEO’s Chief of Staff and from other senior level executives, faculty, staff, and external entities.
Completes and assists with administrative tasks, objectives, and directives in a timely manner.Schedules meetings and seminars across multiple platforms including audio, video, and in-person.
- Prepares correspondence from the Chief Executive Officer and CEO’s Chief of Staff
- Performs other job duties as assigned.
Qualifications
High school diploma and a minimum of seven years progressive administrative responsibility, office management or secretarial experience.
Advanced proficiency in a variety of computer software applications such as Microsoft Office applications (including Word, PowerPoint, Outlook and Excel).
Bachelor’s degree and prior experience supporting executive level professionals preferred.
Primary Location
UAB Health System
Job Category
Clerical & Administrative
Organization
690000000 Office of Executive Director Health System
Employee Status
Regular
Job Level
Mid-LevelShift : Day / 1st Shift
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