Executive Assistant

SUBFUNCTION DEFINITION : Provides secretarial / administrative support to employees or groups in the organization. Uses business software applications (e.

g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.

Receives, screens and directs incoming calls, visitors, mail and email. Maintains files, records, calendars and diaries.

May arrange business travel, coordinate meeting arrangements, and / or track expenses

SCOPE : Work has broad; organizational impact and routine exposure to confidential and sensitive information through support of Vice Presidents.

REPRESENTATIVE RESPONSIBILITIES

Coordination

Coordinate work, schedules, activities, information, and processes. Function as a team lead and may provide input into evaluations.

May direct the work of others and delegate tasks. Support complex projects and processes from concept through completion that have organizational impact and / or external constituents.

Establish and implement reporting systems. Establish office procedures and initiates development of related policies and practices.

Manage e-mail correspondence and establishes priority. Independently identified resources and practical processes for completing projects;

make recommendations to appropriate personnel. Schedule travel including multiple individuals and locations taking into account budget, travel preferences and time constraints.

Schedules and coordinates conferences, meetings and interviews using judgment about time management

Communication

Develop and maintain efficient internal communication processes to support the activities of the department / division. Communicate effectively with executive level personnel.

Participate as department representative at meetings, relay relevant information, and provide necessary follow up. Act as a liaison with external organizations and leaders.

Represent the department / program head as an agent to handle procedural issues, take action, and communicate results back to the appropriate person.

Diffuse crises or critical situations in the absence of manager. Act as a gatekeeper, directing people appropriately, deciding upon priority of requests / situations, and escalating as needed to responsible manager.

Take ownership of issues and concerns communicated to the department / program and provide follow-up to bring issues to conclusion.

Ensure important operational information regarding the division / program is communicated to appropriate staff. Speak in public as a representative of the department.

Technology

Use software applications to create and edit workbooks, documents, and presentations. Understand the functions of software used in the department and uses this knowledge to organize information.

Produce queries from databases and reviews data to look for variances.

Preparation

Take and prepare minutes, reviews, and distribute independently. Prepare board packets. Research data and compiles reports.

Compose and edit documents such as newsletters and proposals.

Equipment

Set up, operate, and maintain office equipment.

Qualifications

EDUCATION / EXPERIENCE

Required :

• High school diploma or equivalent
• 3 - 5 years of work experience in a related job discipline

Preferred : Unique Skills

Unique Skills

Cincinnati Children's is proud to be an Equal Opportunity Employer that values and treasures Diversity, Equity, and Inclusion.

We are committed to creating an environment of dignity and respect for all our employees, patients, and families. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, genetic information, national origin, sexual orientation, gender identity, disability or protected veteran status.

EEO / AA / M / F / Veteran / Disability

Research

Shift

Day Job

Job Type

Standard

Department

ORTR

Employee Status

Regular

Weekly Hours

Salary Range

23.02-33.09