Executive Assistant

Job Description
Under general supervision, provides administrative and project support to one or more executive staff members.  Performs duties of a highly confidential nature that require comprehensive knowledge of the organizational policies and operations.  Prepares and/or drafts confidential documents, sets up meetings and acts as an intermediary for executives.
Principal Responsibilities and Tasks 
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
Acts as an intermediary for executives. Independently responds and refers telephone calls and inquiries as appropriate.   Composes confidential correspondence, memoranda, charts, graphs and presentation material for formal presentations.  Summarizes correspondence. 
Schedules and coordinates meetings, appointments, conferences, travel and lodging. Prepares agendas, assembles background material for meetings and briefs executives prior to meetings. Writes minutes for meetings and initiates follow-up.  
Compiles and reviews financial and/or statistical data for the departmental unit.  Creates monthly justification reports for expenses of unit.   Authorizes expenditure for petty cash distribution and other departmental funds.  
Monitors, maintains and balances departmental budget, grants, special funds and expense accounts.  Assists with projections and preparation of budgetary recommendations and identifies and resolves anomalies. 
Provides coordination and/or leads projects and contributes to assignments; tracks progress to ensure work is completed in a timely manner.    
Provides information requiring comprehensive knowledge of institution policies and procedures and special issues. Anticipates executive’s course of action and facilitates problem resolution.  Makes administrative decisions within authorized scope and refers decision-making when appropriate.   
Sets up and maintains various paper and electronic confidential filing systems in accordance with departmental procedures or The Joint Commission record keeping requirements.   Carries out other administrative tasks as required; orders and negotiates cost of office supplies, equipment and maintenance contracts.  Recommends cost savings where appropriate.  Assists in the coordination of special events.
Reads, summarizes and prioritizes incoming correspondence and information for review.  Identifies background information as required.  Screens out items that can be handled independently.