Executive Administrative Assistant Job at CommonSpirit Health in Phoenix

Overview:

Hello humankindness

Located conveniently in the heart of Phoenix, Arizona, St. Joseph's Hospital and Medical Center is a 571-bed, not-for-profit hospital that provides a wide range of health, social and support services. Founded in 1895 by the Sisters of Mercy, St. Joseph's was the first hospital in the Phoenix area. More than 125 years later, St. Joseph's remains dedicated to its mission of caring for the poor and underserved.

We are extremely proud to be a nationally recognized center for quality quaternary care, medical education and research. St. Joseph's includes the internationally renowned Barrow Neurological Institute, Norton Thoracic Institute, Cancer Center at St. Joseph's, Ivy Brain Tumor Center, and St. Joseph's Level I Trauma Center (which is verified by the American College of Surgeons). The hospital is also a respected center for high-risk obstetrics, neuro-rehabilitation, orthopedics, and other medical services. St. Josephs is considered a sought-after destination hospital for treating the most complex cases from throughout the world. Every day, approximately 20 percent of the hospitals patients have traveled from outside of Arizona and the United States to seek treatment at St. Josephs.

U.S News & World Report routinely ranks St. Joseph's among the top hospitals in the United States for neurology and neurosurgery. In addition, St. Joseph's boasts the Creighton University School of Medicine at St. Joseph's, and a strategic alliance with Phoenix Children's Hospital.

St. Joseph's is consistently named an outstanding place to work and one of Arizona's healthiest employers. Come grow your career with one of Arizona's Most Admired Companies.

Look for us on Facebook and follow us on Twitter.

For the health of our community ... we are proud to be a tobacco-free campus.

Responsibilities:

Job Summary:

The Executive Administrative Assistant provides complex and confidential administrative and secretarial support for the Central Region President and for the Arizona Market President, with little to no supervision. Performs a variety of administrative support duties for the Executives; requiring considerable judgment, tact, creativity, confidentiality and initiative. Serves as gate keeper including monitoring telephone calls, mail, walk-ins, and meetings.

Daily Responsibilities:

• Reviews, requests, schedules appointments and meetings, and resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress.
• Schedules, coordinates, prepares agendas, and takes and/or transcribes minutes for a variety of executive meetings.
• Serves as meeting coordinator for retreats and other special events, organizing and overseeing resources, staff, activities, etc. and providing on-site support when required.
• Interacts with a variety of internal and external constituents including but not limited to community leaders, government and legislative representatives, board members, and donors in a tactful, diplomatic, and professional manner.
• Researches and abstracts complex information in preparation for meetings and related to projects or initiatives.
• Monitors incoming emails and phone calls on behalf of the executive and handles appropriately. Exercises considerable judgment on behalf of the Executive, as in referring calls directed to CEO to other appropriate people in the organization.
• Creates and maintains reports and prepares budgets for Executive's approval.
• Consistently exhibits a high degree of confidentiality and sensitivity to privacy regulations and politically sensitive situations.
• Provides administrative support to the President's Council.
• Exercises initiative on behalf of and in the best interest of executive and organization.

Project Planning and Management:

• Manages projects of moderate to highly skilled nature for executive; i.e. Annual Board Survey.
• Serves as project manager for a variety of simple to complex projects and initiatives; coordinates resources, staff, tasks, and timelines.
• Serves as facilitator to ensure assigned projects are completed in a timely manner.
• Organizes all board meetings and creates and maintains all records, resources, and databases related to governance.To include building the meeting agenda, preparing and distributing meeting materials, taking minutes, coordinating all board processes, and preparing reports and forms for CommonSpirit Health.
• Oversees various board committees, organizes board member travel, and oversees the annual conflict of interest disclosure process.

To be successful in this key role, you must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Must be able to work well under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Note: this position is based on-site; a virtual/remote arrangement is not possible.

Qualifications:

Minimum Experience:

• Seven (7) years experience as an executive assistant for a senior level executive.
• Previous experience coordinating Board of Director's activities.

Minimum Education:

• High school diploma or equivalent.
• Completion of college level business courses is preferred.

Preferred Skills

• Highest level of tact, poise, and personal effectiveness.
• Extensive knowledge of Google Workspace applications.
• Ability to process/analyze information and determine an appropriate plan of action.

We offer great benefits to support you and your family, including:

• Medical/Dental/Vision Insurance (no premium option for employee benefits)
• Flexible spending accounts
• Matching 403(b) retirement program
• Fully Funded Pension Plan
• Paid Time Off (PTO)
• Tuition Reimbursement
• Mental Health Benefit
• Employee Life Insurance
• Dignity Health now offers an Education Benefit program for benefit-eligible employees in Arizona. This program provides debt relief and student loan assistance to help you achieve your goals. Full-time employees can receive up to $18,000 over five years, while part-time employees can receive up to $9,000. Advanced Practice Providers and Faculty Physicians can receive up to $90,000 if full-time and hired within a year of completing their residency or fellowship. Part-time providers can receive up to $45,000. Join our team at Dignity Health to take advantage of this amazing opportunity!