Exec Assistant New! HR Operations | Full-Time | Phoenix ...Read More Quick Apply! HR Operations[...]

Phoenix Children's Hospital, Inc.; Phoenix (AZ); On-site; USD 60,000 - 85,000; Full time

Job summary

Phoenix Children's Hospital, Inc. is seeking an Executive Assistant to provide advanced administrative support to executives at the Vice President level.

You will ensure efficient data and information flow, meticulous scheduling, and professional service for internal and external visitors. The role involves organizing calendars, managing deadlines, preparing materials for meetings, handling confidential information, and supporting presentation development and communications.

Qualifications

• High School Diploma or equivalent is required.
• Five (5) or more years of administrative experience supporting executive management is required.
• Two (2) or more years of experience in a Windows environment that includes MS Office (Word, PowerPoint, Excel) is required.
• Excellent customer service, strong communication, and good planning/organizational skills are required.

Responsibilities

• Anticipates problems, critical issues and opportunities and acts accordingly.
• Arranges and schedules meetings, maintains calendars to minimize conflicts and ensure deliverables.
• Prepares executives for appointments by gathering materials and agendas.
• Handles sensitive information with discretion and professionalism.
• Develops executive communications and presentations using Word, PowerPoint, and Excel; creates summaries/minutes as needed.

Skills

Customer service

Communication skills

Planning & organization

Education

High School Diploma or equivalent

Tools

MS Office Suite

Job description

The Executive Assistant provides advanced-level administrative support and organization to executive(s) at the Vice President level and ensures the efficient and effective provision of data and information. This position organizes schedules, manages deadlines, pays close attention to details and exhibits professional customer service skills to internal and external visitors. This position reports to a Vice President or Institute Medical Director.

Position Duties

• Anticipates problems, critical issues and/or opportunities and acts accordingly.
  
• Arranges and schedules a variety of meetings, initiates and responds to requests for scheduled time, maintains current and accurate calendars to ensure efficient scheduling, minimizes conflicts and ensures deliverables.
  
• Ensures Executive is prepared for appointments by anticipating and gathering necessary materials for each meeting, including meeting agenda.
  
• Handles sensitive information and confidential business matters with a high degree of discretion.
  
• Plans, creates and coordinates executive-level communications and presentations by utilizing advanced Word, PowerPoint and Excel.
  
• Prepares agendas, assembles and organizes materials, performs necessary follow-up actions, initiates reminders and records/transcribes minutes of meetings and/or presentations to various internal and external audiences, committees and Boards to ensure the thorough preparation, organization and documentation of activities and outcomes.
  
• Provides suggestions for new methods of working for improved effectiveness and efficiency.
  
• Provides support to other staff, as needed; works effectively in a team environment.
  
• Performs miscellaneous job related duties as requested.
  

Phoenix Children's Mission, Vision, & Values

Mission

To advance hope, healing and the best healthcare for children and their families

Vision

Phoenix Children's will be the leading pediatric health system in the Southwest, nationally recognized for exceptional care, innovative research and advanced medical education.

We realize this vision by:

• Offering the most comprehensive care across ages, communities and specialties
• Investing in innovative research, including emerging treatments, tools and technologies
• Advancing education and training to shape the next generation of clinical leaders
• Advocating for the health and well-being of children and families

Values

• We place children and families at the center of all we do
• We deliver exceptional care, every day and in every way
• We collaborate with colleagues, partners and communities to amplify our impact
• We set the standards of pediatric healthcare today, and innovate for the future
• We are accountable for making the highest quality care accessible and affordable

Position Qualifications

Please review the following qualifications and specify whether you meet each of the requirements listed.

Education

Do you meet this requirement or have the ability to obtain it within the timeframe listed in the requirement? 1. High School Diploma or equivalent

Required

Yes

No

Experience

Do you meet this requirement or have the ability to obtain it within the timeframe listed in the requirement? 1. Five (5) or more years of administrative experience to include responsibility for support to executive management

Required

Yes

No

Special Skills

Do you meet this requirement or have the ability to obtain it within the timeframe listed in the requirement? 1. Two (2) or more years of experience in a Windows environment that includes the use of MS Office Suite of products with an emphasis on Word, PowerPoint and Excel

Required

Yes

No

2. Excellent customer service skills, strong communications skills, and good planning and organizational skills.

Required

Yes

No

Physical Requirements & Occupational Exposure/Risk Potential

1. Physical Requirement - Hearing -Frequently 2. Physical Requirement - Pushing/pulling -Occasionally 3. Physical Requirement - Reaching -Occasionally 4. Physical Requirement - Sitting -Frequently 5. Physical Requirement - Standing -Frequently 6. Physical Requirement - Stooping/crouching/kneeling/crawling -Occasionally 7. Physical Requirement - Talking -Constantly 8. Physical Requirement - Walking -Frequently 9. Physical Requirement - Use of keyboard, mouse and/or computer equipment -Constantly 10. Physical Requirement - Lift up to 35 pounds without assistance -Occasionally 11. Occupational Exposure/Risk Potential - Inside office environment -Applicable

I have reviewed the qualifications, physical requirementsand occupational exposure/risk potential for this position and wish to apply I Agree