Executive Assistant

SUMMARY:

Under the general supervision of a Brown University Health executive, performs a variety of secretarial and administrative support services. Provides professional support and departmental assistance to ensure efficient use of the executive's time and high quality, effective interactions within and outside the department, with staff and external constituents. Handles highly sensitive and confidential information using discretion and sound judgment.

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

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Maintains the executive's appointment schedule, generally without prior clearance for most appointments; schedules and coordinates meetings and conferences; prepares and distributes agendas, materials and minutes; and arranges travel and lodging accommodations with related expense documentation.

Answers and screens telephone calls, receives visitors and handles incoming mail; resolves matters on own authority according to established policies or refers them to the appropriate person, and acts as a professional point of contact representing the executive to employees and external stakeholders.

Composes, types, edits and proofreads correspondence, reports, tables, charts and presentations, and reviews materials prepared by others for the executive's signature for format, accuracy, compliance and supporting documentation.

Assists in preparing complex administrative reports, statements or rosters; performs data and information gathering, complex calculations and research; and assembles initial materials and data for various projects as requested.

Project management may be required. Coordinates high-level projects and may lead cross-functional projects, developing and monitoring project plans and timelines, ensuring deliverables are met and communicating with stakeholders throughout all phases. May assume regular responsibility for recurring projects or programs requiring knowledge of departmental or hospital operations and entailing the use of independent judgment.

Initiates, maintains, updates and purges confidential office and departmental files, including budget, payroll and personnel data, and maintains departmental and administrative policy and procedure manuals.

• Prepares and submits payroll for approval; tracks expenses against budget; and maintains office supply inventory and processes purchase orders, with authority to sign for purchases within specified limits.
• Provides functional guidance, orientation and training to clerical and secretarial staff within the administrative area as assigned, and maintains quality assurance, safety, environmental and infection control standards in accordance with established system and departmental policies, procedures, and objectives.
• Performs other related duties as required.

EDUCATION:

High school diploma or General Equivalency Diploma required.

Typing and personal computer skills, including Windows and associated word-processing, database, spreadsheet, and presentation software, required.

Strong written and verbal communication skills, including knowledge of English grammar, punctuation, and spelling to correct and edit written materials.

Comprehensive knowledge of Microsoft Office Suite applications, including Outlook, Word, Excel, and PowerPoint.

Proficient knowledge of English grammar, punctuation, and spelling to prepare and edit written materials.

A high level of organizational, interpersonal, and time management skills, and the ability to exercise considerable independent judgment and discretion with confidential matters.

EXPERIENCE:

Two (2) years' progressively responsible secretarial or administrative support experience required.

Experience with electronic scheduling, payroll, and office productivity systems preferred.

SUPERVISORY RESPONSIBILITY:

None.

Pay Range:

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:

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Driving Required: