Executive Assistant Senior - Onsite, Jefferson Hospital

Allegheny Health Network; Clairton (Allegheny County); On-site; USD 50,000 - 70,000; Full time

Job summary

Allegheny Health Network is seeking an experienced Executive Administrative Assistant to support senior executives. You will manage calendars, arrange meetings, and coordinate travel while handling correspondence, document preparation, and project follow-up.

Ideal candidates will have 5–7 years of related experience, strong Microsoft Office skills, and excellent judgment. This role requires meticulous organization, professional communication, and the ability to manage multiple priorities in a

Qualifications

• High school diploma or equivalent with related training.
• 5–7 years of secretarial/administrative experience supporting executives.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and standard office software.
• Strong organizational, written and verbal communication skills.

Responsibilities

• Manage calendars, meetings, and travel arrangements for executives with prioritization of conflicts.
• Create, edit, and format correspondence and presentations; prepare materials for meetings.
• Handle mail routing, information requests, and follow-up communications.
• Provide research support, prepare data, reports and follow-up on special projects.
• Maintain filing systems and assist with department budgeting and expense processing.

Skills

Good judgment/decision making

Administrative coordination

Education

High school diploma or equivalent

Tools

Microsoft Office

Excel

PowerPoint

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

• 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.

Disclaimer

The job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this job title. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

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.

As a component of job responsibilities, employees may have access to covered information, cardholder data, or other confidential customer information that must be protected at all times. In connection with this, all employees must comply with both the Health Insurance Portability Accountability Act of 1996 (HIPAA) as described in the Notice of Privacy Practices and Privacy Policies and Procedures as well as all data security guidelines established within the Company’s Handbook of Privacy Policies and Practices and Information Security Policy.

Furthermore, it is every employee’s responsibility to comply with the company’s Code of Business Conduct. This includes but is not limited to adherence to applicable federal and state laws, rules, and regulations as well as company policies and training requirements.

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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