Executive Assistant

Summary:
Under the general supervision of a Lifespan executive performs a variety of secretarial and administrative support services.

 

Responsibilities:
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 accomodations 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 divison or department operations including bulk purchasing of supplies and materials and requistioning 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.

 

Other information:
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.

 

Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status.   Lifespan is a VEVRAA Federal Contractor.

 

Location: Corporate Headquarters USA:RI:Providence

 

Work Type: Full Time

 

Shift: 1

 

Union: Non-Union