Luminis Health

Title: Executive Assistant

Department: Administration

Reports to: Chief Human Resources Officer - Luminis Health

Job Code/Cost Center: 10000-50037-002174

FLSA Status: Non – Exempt

Position Objective:

Provides administrative/secretarial support to executive level leadership and other staff and consultants as required. Performs diversified administrative and secretarial functions.

Essential Job Duties:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Organizes, coordinates, and schedules appointments and meetings (virtual and in person) with medical center personnel, members of the medical staff, other healthcare professionals, outside consultants, sales representatives, and other business professionals.Provides executive assistance and manages all office functions including retention of all documents, supply inventory, timely execution of contracts, process invoices, prepare purchase orders, and maintains expenditure and balances.Analyzes, sorts, composes, and maintains statistical information for preparation of all reports. Communicates as appropriate with various departments to compile data for reports, draft correspondence, notetaking, and logistical and programmatic support for daily support. Coordinates all correspondence for the Executive’s office and all associated areas, including processing incoming mail and responding to routine correspondence according to established procedures; screens visitors and telephone calls; aids with routine requests and inquiries, and refers as appropriate.Prepares, assembles, reviews, and assures distribution of information appropriately and as required for the preparation and follow-up of meetings or forums.  Skill in writing to produce analytical reports, staff reports, executive summaries, board reports, meeting materials, and follow up meeting minutes. Attends and records, transcribes, and distributes minutes for executive board meetings and conferences as required. Assists in the preparation of board meeting materials. Maintains and updates initiative departmental policies and procedures. Research information to address issues and prepare update/response for the Executive.Maintains productivity independently without direction, prioritizing work assignments appropriately.Makes travel, meeting, and conference arrangements according to medical center policies and procedures. Prepares travel itineraries and coordinates communication to appropriate agencies and individuals.Provides coverage for other Executive Assistants or Sr. Executive Assistant as necessary in their absence.

Educational/Experience Requirements:

Advanced degree or equivalent experience.Five to eight years in office or administrative support work with an increasingly high level of responsibility.Excellent written and oral communication skills required. Must be able to prioritize multiple projects and meet deadlines; anticipate, recognize, analyze, and resolve situations requiring a decision and to ensure the execution of the decision.Must have the ability to work independently, under pressure and demonstrate proper professional judgment.All applications of Microsoft Office Suite and OneDrive computer literacy and experience with PowerPoint presentation software.  Word processing skills must be demonstrated. Ability to review and catalogue documents appropriately.

Required License/Certifications:

None.

Working Conditions, Equipment, Physical Demands:

There is a reasonable expectation that employees in this position will not be exposed to blood-borne pathogens.

Physical Demands -

Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

The above job description is an overview of the functions and requirements for this position.  This document is not intended to be an exhaustive list encompassing every duty and requirement of this position; your supervisor may assign other duties as deemed necessary.