Executive Assistant

Company: TeamHealth ( Learn More )

General Information
2 Year Degree
3 to 5 years
Not Specified
Job Description
  • Provides administrative support/assistance to executives as assigned, including, but not limited to, the following:

  • Performs word processing and transcription support including letters, memos and other correspondence by preparing, drafting, writing and editing related documents.

  • Serves as a contact point including answering and receiving phone calls, sorting and directing incoming/outgoing correspondence, interacting and communicating with other departments, business units, managers, officers, physicians, Medical Directors, and representatives from client hospitals.

  • Performs office and file management functions by coordinating and handling information.

  • Coordinates with TH Corp Travel Office travel arrangements and accommodations.

  • Assists with maintenance of calendar, coordination of appointments, meetings and conference calls. 

  • Manages expense reports and timesheets.

  • Coordinates, arranges, performs special projects or services as directed.

  • Coordinates set-up of meeting rooms and catering needs as directed.

  • Provides telephone receptionist duties on a regularly scheduled basis.

  • Provide administrative support/assistance to Medical Directors at client hospitals as needed.

  • Serves as the administrative liaison to the Regional office, assisting with regional projects as needed.

  • Handles all property management responsibilities, including but not limited to, daily office closure, interface with building property management office, and posting of all building notices.

  • Develops a monthly schedule for “kitchen clean-up" responsibilities.

  • Responsible for ordering all office supplies and monitoring inventory on a weekly basis.

  • Maintains scheduling of main conference room, multi-purpose room and audio-visual equipment.

  • Organizes and coordinates various company events such as Employee Appreciation. Day, holiday luncheons, etc.  Orders holiday/special occasion gifts, and post monthly birthdays.

  • Update, maintain and distributes Region telephone directory.

  • Oversee maintenance of drinking water, recyclables and paper shredding. 

  • Other duties as assigned.

  • Participates as a professional, responsible, cooperative administrative team member.

  • Job Requirements
    • Two years of college or equivalent education;

    • Three (3) to five (5) years of related administrative experience, preferably in an executive management capacity;

    • Strong computer skills with intermediate skill level in Word, Excel, and PowerPoint (word processing, spreadsheet, tables, graphs), e-mail and Internet research;

    • Excellent interpersonal skills; professional demeanor with ability to interact with executive management;

    • Ability to handle multiple tasks and deadlines;

    • Ability to handle confidential information;

    • Ability to adapt to change;

    • Good problem-solving/decision making skills;

    • Excellent communication skills (verbal and written, with emphasis on grammatical skills);

    • Excellent organizational and time management skills;

    • Ability to support multiple persons with minimal direction/supervision

    • Ability to work in team oriented environment.

    Cooperative, positive, courteous and professional behavior and conduct is an essential function of every position. All employees must be able to work with others beyond giving and receiving instructions. This includes getting along with co-workers, peers and management without exhibiting behavior extremes. Job functions may require personal leadership skills such as conflict resolution, negotiating, instructing, persuading, speaking with others as well as responding appropriately to job performance feedback from the supervisor. Additionally, the information contained in this job description has been designated to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.