Executive Administrative Assistant

Description

JOB DESCRIPTION :

• Answers executive's telephones, screens calls and takes messages or refers caller to appropriate staff member.
• Greets visitors in a courteous manner, establishes needs and refers to appropriate staff.
• Establishes procedures and processes for setting up, organizing, and maintaining various departmental files.
• Retrieves appropriate information upon request for internal and external use.
• Arranges and schedules appointments, meetings, and domestic and / or international travel for one or several executives;

prioritizes requests for meetings.

• Arranges itinerary, prepares expense reports, and prepares executives for daily activities.
• Schedules and coordinates meetings and / or special events.
• Reserves facilities, arranges for equipment and materials.
• Arranges for speakers, refreshments or meals.
• Develops agendas.
• Arranges seating.
• May chair meetings on specific operational issues.
• Develops recommendations and action plans.
• Receives and reviews incoming correspondence.
• Independently responds to routine matters and composes and edits responses for executive's signature based on knowledge of policies and procedures and supervisor's views.
• May sign for executive.
• Reviews outgoing mail for consistency and conformance to policies and procedures.
• Types correspondence, reports and / or manuscripts.
• May take dictation and transcribe from a machine.
• Prepares charts and graphs for reports and presentations.
• May meet with typesetters and publishers to publish communications materials.
• Operates standard office equipment including telephones, copiers, fax machines, and computers.
• Gathers, reviews, verifies and consolidates data for preparing and monitoring unit / department budget and budget variances.
• Designs and generates regular or special reports and / or statistics after collecting, analyzing and organizing data.
• Forecasts expenditures.
• Analyzes needs and make recommendations for purchase of major equipment.
• Authorizes expenditure of unit / department funds.
• May supervise or direct the work of clerical, secretarial or other designated employees.
• May distribute work assignments.
• May interview applicants, train employees, and provide input to performance evaluations and other employee transactions.
• Initiates and processes employee transactions after review and approval.
• Assists in investigating employee issues or concerns; determines appropriate course of action.
• Interprets departmental policies and procedures for lower level employees.
• Refers employees to appropriate area for interpretation of organizational policies.
• Reviews, revises and communicates departmental policies and procedures and related forms in accordance with state, federal, and organization guidelines.
• Determines when new policies are needed.
• May act as spokesman for the executive within the organization concerning departmental or divisional issues and / or activities.
• Uses discretion when advising on executive's views.

MINIMUM QUALIFICATIONS :

• A Bachelors Degree in business administration, communications, or a related field.
• Three (3) years of office administration, senior secretarial, or related experience OR Seven (7) years of office administration, senior secretarial or related experience in lieu of a Bachelors Degree.
• Previous experience with various personal computer software applications.
• Positions in this classification may require the ability to type or keyboard 60 accurate words per minute.
• PHYSICAL REQUIREMENTS (MediumMax 25lbs) : up to 25 lbs, 0-33% of the work day (occasionally); 11-25 lbs, 34-66% of the workday (frequently);

01-10 lbs, 67-100% of the workday (constantly); Lifting 25 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks.

ENVIRONMENTAL FACTORS : Factors affecting environment conditions may vary depending on the assigned work area and tasks.

Environmental exposures include, but are not limited to : Blood-borne pathogen exposure Bio-hazardous waste Chemicals / gases / fumes / vapors Communicable diseases Electrical shock, Floor Surfaces, Hot / Cold Temperatures, Indoor / Outdoor conditions, Latex, Lighting, Patient care / handling injuries, Radiation, Shift work, Travel may be required.

Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.

Financial Benefits

• Competitive Pay
• Retirement planning and counseling
• 403(b) fixed employer-based contribution*
• 403(b) retirement plans with 4% or 5% match based on years of service
• 457(b) plan for eligible employees
• Student loan repayment benefit
• Long-term disability insurance
• Short-term disability insurance
• Life insurance and supplemental life option
• Long-term care insurance option
• Hospital indemnity option
• Auto and home insurance discounts
• Identity protection insurance
• Employee hardship donation program
• Credit Union memberships
• Financial tools, resources and webinars to help with budgeting

Health and Wellness BenefitsMedical and Dental Plans

• Three medical plan options including behavioral and preventive care coverage
• Health Savings Accounts / Flexible Spending Accounts
• Tier Zero Prescription benefits
• Two dental plan options
• Vision plan
• Infertility benefits
• Emory Eye Center and Emory Vision Center discounts
• Emory Aesthetic Center discounts

Wellness Programs

• Employee Assistance Program assistance with relationships, life events, challenges, daily living needs
• Healthy Emory wellness program with incentives
• Discounts at Emory wellness / fitness centers
• Other fitness center discounts
• Diabetes prevention program
• Wellness challenges
• Know Your Numbers kiosks

Childcare Resources

• Discounts
• Placement assistance
• Back-up and emergency care options
• Emory Healthcare childcare co-op / app
• Access to Emory student job network
6 days ago