Senior Administrative Assistant, Executive Support

Senior Administrative Assistant, Executive Support

SPHS Administration / Executive

The Senior Administrative Assistant, Executive Support will :

• Manage executive calendars : coordinate and schedule appointments, meetings, and events for senior executives, ensuring efficient use of their time.
• Prepare and distribute correspondence : compose and proofread emails, memos, reports, and other documents on behalf of senior executives, ensuring accuracy and professionalism.
• Act as a point of contact : answer and screen phone calls, take messages, and respond to inquiries on behalf of senior executives.
• Organize travel arrangements : make travel arrangements including booking flights, hotel accommodations, and transportation for senior executives, ensuring smooth and hassle-free travel experiences.
• Coordinate meetings and special events : arrange logistics for meetings and special events including reserving meeting rooms, setting up audiovisual equipment, remote access, and coordinating catering, as needed.
• Attend committee meetings, prepare / finalize meeting minutes as required.
• Manage sensitive and confidential information : manage confidential and sensitive information and documents with utmost discretion and always maintain confidentiality.
• Provide administrative support : assist with general administrative tasks such as filing, organizing, maintaining / archiving records, managing office supplies, and coordinating office equipment maintenance and repairs.
• Accept receipts and invoices for expenditures for authorization; reconciles expenses and prepare vouchers for payment.
• Coordinate projects and initiatives : assist with the planning, coordination, and implementation of special projects and initiatives as assigned by senior executives.
• Liaise with internal and external stakeholders : Interact professionally and effectively with internal team members, external clients, patients, and physicians, ensuring a positive and professional image of the organization.
• Conduct research, gather data, and prepare reports and presentations to support senior executives in making informed decisions.

Requirements :

• Associate degree and / or equivalent experience; 4-year degree preferred.
• Proven experience as a senior administrative assistant or in a similar role, preferably in a senior-level or executive support position in a healthcare setting.

Minimum 5 years’ experience preferred.

• Excellent organizational and time management skills, with the ability to prioritize tasks effectively and meet deadlines.
• Strong attention to detail, with the ability to maintain accuracy while managing multiple tasks simultaneously.
• Exceptional written and verbal communication skills, with the ability to compose professional correspondence and communicate effectively with various stakeholders.
• Proficiency in using MS Office Suite (Word, Excel, PowerPoint, Outlook), cloud storage software, policy management software, and KRONOS (or similar) payroll software.
• Strong problem-solving skills, with the ability to anticipate and address potential challenges proactively.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong interpersonal skills, with the ability to build and maintain positive relationships with colleagues and stakeholders at all levels.
• Excellent teamwork and collaboration skills, with the ability to work effectively both independently and as part of a team.
• Flexibility and adaptability to changing priorities and situations.
• Strong decision-making and critical-thinking skills, with the ability to analyze information and make sound judgments.

Schedule : Monday - Friday, 8 am or 8 : 30 am schedule

Grade 119