EXECUTIVE ASSISTANT Job at Baptist Health Care in Pensacola

Overview:

The Executive Assistant provides support to the Senior Vice president, other Vice Presidents and staff as assigned and serves as front desk receptionist for Baptist Hospital Administration. The role of the Executive Assistant is to master the VP/SVPs calendar, anticipate and address needs to maximize use of the VP/SVPs time. This includes balancing commitment, obligations and commitments to ensure the VP/SVP uses his/her time efficiently and effectively. This position will demonstrate personal characteristics that include: a professional demeanor, integrity, and a strong work ethic. He/She maintains confidentiality of all protected health and sensitive information. He/She performs receptionist duties by greeting visitors/clients in person and on the telephone, answering routine questions, and directing visitors/callers to the appropriate person or department. He/She manages concerns/complaints in a professional, respectful, and effective manner. The Executive Assistant prepares professional business reports, form letters, notices, and other correspondence. He/She represents leadership and the organization by projecting a professional and business-like manner and consistently contributes to the optimal effectiveness of organizational leaders. He/She generates standard reports from databases and computerized systems. Track statistics and data. This position receives, prioritizes, and routes all incoming materials to appropriate individuals in the office. This position receives screens, and routes incoming and outgoing mail to appropriate persons or offices and process mail requiring special handling. He/She will maintain, update, and track paper and electronic files; and make copies and deliver documents to staff. He/She assist records and reproduction staff with scanning, copying, filing, stamping, and locating files and documents. The Executive Assistant effectively manages the administrative suite (e.g., office supplies, equipment, physical environment, etc.). The person in this position works under general supervision, is responsible for various shifts, may be subject to over 40 hours per week and/or callback as required, and may also be required to remain on campus immediately before, during, and after severe weather and/or disasters.

• High School Diploma or General Education Degree
• Three (3) years' experience as an executive assistant supporting high level executives.
• Must be organized and detail-oriented, accept accountability for work product, possess excellent written and verbal communication skills, and be self-motivated, flexible, and tactful when working under pressure in a team environment.
• Proficiency e in Microsoft Office Suite & other software programs e.g. database management, file sharing systems.
• Ability to handle several tasks at once, function well as a team-player, use discretion in handling confidential material, & work with little supervision.
• Proficiency with managing the executives calendar/schedule to maximize leader effectiveness and efficiency.