Executive Assistant Senior

Allegheny Health Network; Clairton (Allegheny County); On-site; USD 60,000 - 80,000; Full time

Job summary

Allegheny Health Network is seeking an experienced administrative support professional to assist senior executives. You will manage calendars, coordinate meetings, and arrange travel while handling correspondence and presentation materials.

The role requires strong Microsoft Office skills, attention to detail, and the ability to juggle multiple tasks. A background in office administration with budgeting support is preferred, and the position emphasizes professional interaction with management

Qualifications

• High school diploma or equivalent plus relevant job-related training.
• 5–7 years of prior job-related experience.
• Proficiency with Microsoft Office, Excel and PowerPoint.
• Ability to exercise good judgment and decision making.

Responsibilities

• Manages calendars to include arranging meetings, appointments and travel arrangements for Executives.
• Creates, types, edits correspondence, prepares documents and presentations for meetings.
• Reads and prioritizes incoming mail and routes information requests.
• Provides research and administrative support for special projects with data, reports and follow-up.
• Establishes and maintains filing systems for department materials and expenses.
• Assists with preparation and tracking of the department's budget and related paperwork.
• Performs other duties as assigned or required.

Skills

Microsoft Office

Excel

PowerPoint

Administrative skills

Judgment & decision making

Education

Associate's Degree

Job description

Company

Allegheny Health Network

Job Description

GENERAL OVERVIEW

Provides administrative and secretarial support to Senior Executives; performs a wide range of administrative duties; handles multiple assignments simultaneously, and develops tracking system. Facilitates overall working relationships with management throughout the Health Network as well as external contacts.

Essential Responsibilities

• Manages calendars to include arranging meeting, appointments and travel arrangements. Prioritize and use judgment in managing schedule conflicts and changing demands on Executive’s time. Coordinate and schedule meetings and appointments for Executive to ensure effective use of management resources. (50%)
• Creates, types, and edits correspondence, prepares documents, compiles material for presentations, prepares presentations and communication packages. Complete necessary meeting materials in time for scheduled meeting. In this capacity, regularly engages in variety of contacts inside and outside organization, interacting with high level management and physicians. (20%)
• Reads and prioritizes all incoming mail, assigns work, routes, responds, and initiates informational requests. (10%)
• Initiates and responds to informational requests including policies, procedures and regulations, report preparation, and correct source for answers. Provide research and administrative support to special projects, preparing data, reports, analysis and follow-up on projects in a timely manner. Compose correspondence, memos, and reports as instructed (including various patient and employee service excellence correspondence). Take dictation and/or transcribe from handwritten material or tape recorder. Type, format and proofread a variety of materials including correspondence, memos, reports, charts, statistics, minutes of meetings, etc. (10%)
• Establishes and maintains a filing system including correspondence, board reports, confidential files, and accounting records for department expenses. (5%)
• Assist with preparation, tracking, and management of the department's budget. Coordinate and track work flow, schedules, projects, and committee decisions through the department or hospital to ensure that paperwork is complete/accurate/appropriate, and follow-up services are provided in a timely manner. Prepare various paperwork (contract coordination form, personnel requisitions, purchase requisitions, authority for payment vouchers), and ensure that payment/reimbursement is made and follow-up when necessary. (5%)
• Performs other duties as assigned or required.

Qualifications

Minimum

• High school graduate or equivalent, plus additional job related training.
• 5 - 7 years prior job-related experience.
• Demonstrated Microsoft Office, Excel, PowerPoint & Office Grammar/Spelling experience/skills.
• Ability to exercise good judgment and decision making skills.

Preferred

• Associate’s Degree.

Compliance Requirement

This job adheres to the ethical and legal standards and behavioral expectations as set forth in the code of business conduct and company policies.

Highmark Health and its affiliates prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on any category protected by applicable federal, state, or local law.

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