Executive Administrative Assistant

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    "city": "Atlanta",
    "region": "GA",
    "country": "United States",
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    "url": "https://non-clinical-emory.icims.com/jobs/167384/executive-administrative-assistant/job",
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    "title": "Executive Administrative Assistant",
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    "datePosted": "2024-06-06T08:29:54.898Z",
    "description": "<h2>Overview</h2>\n<p><strong>Be inspired. Be valued. Belong. </strong></p>\n<p> </p>\n<p>At Emory Healthcare we fuel your professional journey with better benefits, valuable resources, ongoing mentorship and leadership programs for all types of jobs, and a supportive environment that enables you to reach new heights in your career and be what you want to be.  We provide:</p>\n<ul>\n <li>Comprehensive health benefits that start day 1</li>\n <li>Student Loan Repayment Assistance & Reimbursement Programs</li>\n <li>Family-focused benefits </li>\n <li>Wellness incentives</li>\n <li>Ongoing mentorship, development, leadership programs...and more</li>\n</ul>\n<p> </p>\n<p><strong>Work location: </strong>Atlanta, GA</p>\n<p> </p>\n<p>This position will supports 3 executives and operates in a professional office or hybrid environment and requires the ability to manage multiple priorities in a dynamic, growth-oriented organization. Occasional flexibility outside normal business hours may be required to support executive schedules, travel coordination, or business initiatives.</p>\n<h2>Description</h2>\n<p>The Executive Administrative Assistant provides high-level administrative and operational support to executive leadership. This role manages executive communications, coordinates schedules and travel arrangements, organizes meetings and events, and oversees administrative processes to ensure efficient department operations.</p>\n<p>The position serves as a key liaison between the executive and internal or external stakeholders, exercising independent judgment, discretion, and knowledge of organizational policies. The Executive Administrative Manager also supports departmental operations by managing administrative staff, coordinating budgets and reporting, and assisting with policy development and implementation.</p>\n<p> </p>\n<p><strong>RESPONSIBILITIES</strong></p>\n<h2>Executive Support and Communication</h2>\n<ul>\n <li><p>Answer executive telephones, screen calls, and route inquiries to appropriate staff members.</p></li>\n <li><p>Greet visitors professionally, assess their needs, and direct them to appropriate personnel.</p></li>\n <li><p>Receive and review incoming correspondence, responding independently to routine matters and drafting responses for executive signature when appropriate.</p></li>\n <li><p>Review outgoing correspondence for accuracy, consistency, and compliance with organizational policies.</p></li>\n <li><p>Serve as a representative of the executive within the organization and communicate executive priorities when appropriate.</p></li>\n</ul>\n<h2>Scheduling, Travel, and Meeting Coordination</h2>\n<ul>\n <li><p>Manage complex executive calendars and prioritize appointments, meetings, and scheduling requests.</p></li>\n <li><p>Arrange domestic and international travel including itineraries, accommodations, and transportation.</p></li>\n <li><p>Prepare expense reports and travel documentation.</p></li>\n <li><p>Coordinate meetings and special events, including:</p>\n  <ul>\n   <li><p>Reserving meeting space and facilities</p></li>\n   <li><p>Arranging audiovisual equipment and materials</p></li>\n   <li><p>Coordinating speakers and catering services</p></li>\n   <li><p>Preparing agendas and organizing meeting logistics</p></li>\n  </ul></li>\n <li><p>Prepare executives for daily meetings and activities.</p></li>\n <li><p>May facilitate or chair meetings on specific operational issues and assist in developing action plans and follow-up items.</p></li>\n</ul>\n<h2>Administrative Operations and Records Management</h2>\n<ul>\n <li><p>Develop and maintain departmental filing systems and administrative procedures.</p></li>\n <li><p>Retrieve and provide information for internal and external requests.</p></li>\n <li><p>Type and prepare correspondence, reports, presentations, and manuscripts.</p></li>\n <li><p>Prepare charts, graphs, and presentation materials.</p></li>\n <li><p>Coordinate with external partners such as typesetters and publishers for production of communication materials.</p></li>\n <li><p>Operate standard office equipment including computers, telephones, copiers, and related technology.</p></li>\n</ul>\n<h2>Data Management, Reporting, and Budget Support</h2>\n<ul>\n <li><p>Gather, review, verify, and consolidate data for departmental reports and presentations.</p></li>\n <li><p>Design and generate routine and ad-hoc reports or statistical analyses.</p></li>\n <li><p>Support department budget preparation and monitoring of budget variances.</p></li>\n <li><p>Forecast departmental expenditures and recommend purchase of major equipment.</p></li>\n <li><p>Authorize certain expenditures within approved departmental budgets.</p></li>\n</ul>\n<h2>Staff Coordination and Administrative Leadership</h2>\n<ul>\n <li><p>May supervise or coordinate the work of clerical, secretarial, or administrative staff.</p></li>\n <li><p>Assign and distribute work assignments to team members.</p></li>\n <li><p>Participate in the recruitment, training, and development of administrative staff.</p></li>\n <li><p>Provide input into performance evaluations and employee-related actions.</p></li>\n <li><p>Initiate and process employee transactions after appropriate review and approval.</p></li>\n <li><p>Assist with resolving employee concerns and determining appropriate actions.</p></li>\n</ul>\n<h2>Policy and Organizational Support</h2>\n<ul>\n <li><p>Interpret departmental policies and procedures for staff.</p></li>\n <li><p>Communicate updates to policies, procedures, and departmental guidelines.</p></li>\n <li><p>Review and revise departmental policies and forms in compliance with organizational, state, and federal regulations.</p></li>\n <li><p>Identify when new policies or operational procedures are needed.</p></li>\n <li><p>Provide guidance to employees and refer them to appropriate departments for interpretation of organizational policies.</p></li>\n</ul>\n<h1>MINIMUM QUALIFICATIONS</h1>\n<h3>Education</h3>\n<p>Bachelor’s degree in one of the following or a related field:</p>\n<ul>\n <li><p>Business Administration</p></li>\n <li><p>Communications</p></li>\n <li><p>Public Administration</p></li>\n <li><p>Or a related discipline</p></li>\n</ul>\n<h3>Experience</h3>\n<ul>\n <li><p>Three (3) years of office administration, senior secretarial, or related experience</p></li>\n</ul>\n<h3>Equivalent Experience</h3>\n<ul>\n <li><p>Seven (7) years of office administration, senior secretarial, or related experience may substitute for a bachelor’s degree.</p></li>\n</ul>\n<h3>Technical Skills</h3>\n<ul>\n <li><p>Experience using personal computer software applications such as word processing, spreadsheets, and presentation tools.</p></li>\n <li><p>Positions in this classification may require the ability to type or keyboard at least 60 accurate words per minute.</p></li>\n</ul>\n<p>PHYSICAL REQUIREMENTS (MediumMax 25lbs): up to 25 lbs, 0-33% of the work day (occasionally); 11-25 lbs, 34-66% of the workday (frequently); 01-10 lbs, 67-100% of the workday (constantly); Lifting 25 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks. ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include, but are not limited to: Blood-borne pathogen exposure Bio-hazardous waste Chemicals/gases/fumes/vapors Communicable diseases Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.</p>\n<h2>Additional Details</h2>\n<p>Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law.</p>\n<p> </p>\n<p>Emory Healthcare is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. Please contact Emory Healthcare’s Human Resources at [email protected]. Please note that one week's advance notice is preferred.</p>",
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