Administrative & Clerical Careers at Lifespan

Executive Assistant Job

Job Number: LCS17323

Job Title: Executive Assistant

Department: Information Systems Security - 0014905

Facility: Corporate Headquarters

Location: Providence, RI

Equivalent to completion of an Associate’s Degree in Secretarial Science. Shorthand may be required. Comprehensive knowledge of PC word processing and spreadsheet software applications.


Five years progressively responsible secretarial experience.


Work is performed in a typical office environment requiring extended periods of sitting, walking and/or standing.

Functions independently within broad scope of department policies and procedures; refer specific problems to Executive only where clarification or exception may be required.


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


Consistently applies the corporate values of respect, honesty and fairness and the constant pursuit of excellence in improving the health status of the people of the region through the provision of customer-friendly, geographically accessible and high-value services within the environment of a comprehensive integrated academic health system. Is responsible for knowing and acting in accordance with the principles of the Lifespan Corporate Compliance Program and Code of Conduct.

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 reports/analyses for review by a Lifespan Executive.

Interviews visitors to the office of the Lifespan Executive; handles specific problems or requests within scope of authority. Opens, sorts, and distributes all mail addressed to the Lifespan 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, maintains files, assembles manuals.

Records expenses and tracks to budgeted expenses, notes area 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.

EEO/AA Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, disability, veteran status or national origin. VEVRAA Federal Contractor.