Executive Assistant

Lifespan; Providence (RI); On-site; USD 39,000 - 64,000; Full time

Job summary

Brown University Health is seeking an Executive Assistant who will provide diverse secretarial and administrative support to a Brown University Health Executive. The role emphasizes values such as Compassion, Accountability, Respect and Excellence in interactions with patients and staff.

The position includes scheduling, minutes preparation, payroll processing, travel arrangements, file maintenance, and supervision of clerical staff, with room for professional growth within a dedicated health

Qualifications

• Equivalent to an Associate's Degree in Secretarial Science; shorthand may be required.
• Proficient in PC word processing and spreadsheet software applications.
• Experience with routine secretarial duties and administrative support.

Responsibilities

• Schedules meetings, types agendas and supporting documents, and distributes materials.
• Assists in preparing complex administrative reports and analyses for executives.
• Interviews visitors and handles issues within authority; manages mail distribution.
• Maintains appointment schedules, books travel and lodging for events.
• Maintains accurate files and confidential personnel documents.
• Transcribes dictation; performs typing and formatting duties.
• Reseaches data for projects and compiles initial materials.
• Receives complaints and researches issues to resolution.
• Prepares payroll for approval and coordinates supplies purchasing.
• Trains and orients clerical staff; guides departmental secretaries.
• Maintains Administrative Manual and updates policies and procedures.
• Records expenses and monitors budgeted costs.
• Reviews outgoing correspondence and ensures accuracy and attachments.
• May requisition office supplies and authorize purchases.
• Maintains quality assurance, safety, and infection control standards.

Skills

Secretarial experience

Shorthand

Word processing

Spreadsheets

Office administration

Education

Associates Degree in Secretarial Science

Job description

SUMMARY

Under the general supervision of a Brown University Health Executive, performs a variety of secretarial and administrative support services.

Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:

• Instill Trust and Value Differences
• Patient and Community Focus and Collaborate

RESPONSIBILITIES

The Executive Assistant is expected to embrace Brown University Health 's mission of Delivering health with care and successfully role model Brown University Health 's values of Compassion, Accountability, Respect, and Excellence as these guide our everyday actions with patients, customers and one another.

• Schedules meetings as requested; types agendas and supporting documents; compiles agendas, related materials and distributes to meeting members; arranges for rooms and refreshments. Maintains attendance records. Types and distributes minutes and maintains copies for each committee.
• Assists in preparing complex administrative reports, statements or rosters, performs difficult data and/or information gathering, computer complex calculations and drafts; prepares special reportsnalyses for review by a Brown University Health Executive.
• Interviews visitors to the office of the Brown University Health Executive; handles specific problems or requests within scope of authority. Opens, sorts, and distributes all mail addressed to the Brown University Health Executive.
• Maintains appointment schedule, arranges for meetings and conferences. Books and makes reservations for travel and lodging accommodations as necessary for seminars and conferences.
• Maintains accurate and orderly files of all office correspondence, maintains confidential and personal files.
• Takes shorthand and/or transcribes dictation of correspondence reports and memoranda. Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables and schedules.
• Researches, fact finds, and assembles initial materials and data for various projects as requested.
• Receives complaints. Researches issues to point of resolution or referral to department heads..
• Prepares payroll for approval. May perform specialized functions pertaining to division or department operations including bulk purchasing of supplies and materials and requisitioning regular office supplies.
• Maintains schedule, trains, and orients division clerical staff. Provides direction and guidance to secretarial staff within administrative area.
• Maintains Administrative Manual (i.e., typing and distribution of new policies/procedures, revisions to policies, maintain files, assembles manuals.
• Records expenses and tracks to budgeted expenses, notes areas of potential concern attention.
• Reviews correspondence, memoranda, and routine reports prepared by others for executive 's signature; checks format, typographical accuracy, compliance with procedural instructions, and ensures that necessary background material is attached.
• May requisition regularly used office supplies with authority to sign for purchases within specified limits.
• Maintains quality assurance, safety, environmental, and infection control in accordance with established system policies, procedures, and objectives.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS

Basic Knowledge: Equivalent to an Associates Degree in Secretarial Science. Shorthand may be required. Comprehensive knowledge of PC word processing and spreadsheet software applications.

Experience: Five years progressively responsible secretarial experience.

Work Environment and Physical Requirements: Work is performed in a typical office environment, requiring extended periods of sitting, standing and walking.

Supervisory Responsibility: May provide functional supervision of up to four full-time equivalent employees. Supervision includes scheduling, orienting, and providing guidance and counsel to employees.

Pay Range: $28.12-$46.39

EEO Statement: Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location: 2 Dudley Street - MOC - N/A Providence, Rhode Island 02903

Work Type: -f 8:30-5

Work Shift: Day

Daily Hours: 8 hours

Driving Required: No