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Executive Assistant

CommonSpirit Health Englewood, Colorado
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Requisition ID 2022-218646 Employment Type Full Time Department General & Administrative Hours/Pay Period 80 Shift Day Weekly Schedule Monday - Friday (8:00am - 5:00pm) Remote No Category Administrative / Clerical / Customer Service
Overview

CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health. With more than 700 care sites across the U.S. & from clinics and hospitals to home-based care and virtual care services CommonSpirit is accessible to nearly one out of every four U.S. residents. Our world needs compassion like never before. Our communities need caring and our families need protection. With our combined resources CommonSpirit is committed to building healthy communities advocating for those who are poor and vulnerable and innovating how and where healing can happen both inside our hospitals and out in the community.


Responsibilities

JOB SUMMARY / PURPOSE
Provides high-level administrative support services to an assigned leader, or group of leaders, and/or department(s). Exercises discretion and independent judgment while performing key job responsibilities. Reports to a leader at the manager, director, vice president or senior vice president level.

ESSENTIAL KEY JOB RESPONSIBILITIES
 Completes standard administrative processes such as mail processing, filing, faxing, scanning, copying, collating and organizing as needed; may delegate or outsource these functions to others if resources are available
 Proactively and independently manages, analyzes (as needed) and coordinates calendars and itineraries for leader(s) supported
 Creates and edits documents, spreadsheets, presentations and organizational charts; additionally, is able to develop complex documents, spreadsheets and presentations independently on behalf of the leader(s) supported as needed
 Coordinates travel arrangements, including complex travel itineraries for leaders supported utilizing standard processes and resources
 Runs and distributes standard reports; creates custom reports and/or analyzes reports as needed
 Follows (and may create) procedures and maintains procedural documentation
 Prepares for and supports meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations and other resources as requested
 Independently plans, organizes and oversees large scale meetings and/or conferences ensuring that critical needs and all details are considered and addressed (includes site selection, contract management, agendas, materials production and coordination of presenters and other resources); may include group travel coordination
 Records and creates high level documentation of meeting minutes based on knowledge of the business
 With minimal direction, drafts, edits and distributes internal and external communications on behalf of leaders
 Proofreads and edits others' communications before distribution
 Administers distribution lists
 Administers collaboration communities on Inside CHI

 Creates and conducts surveys and provides organized reports to leaders (may provide recommendations for leader consideration when presenting survey results)
 Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval; approves invoices according to predetermined guidelines
 Collects and compiles data in preparation for budget process; may be asked to prepare reports in support of leaders budget responsibilities
 Processes and files department contracts and agreements; previews and monitors contracts for changes and/or action
 May assist with editing timekeeping records
 Cross trains to learn unique responsibilities of peers within the department/group
 Gains in-depth specific knowledge about their particular department/group and the organization to build
business acumen; develops an understanding of the interconnectedness of departments/groups; applies knowledge in daily work
 Provides back-up administrative coverage for peers ensuring all internal and external customers are served (back-up coverage may be requested for another department or group as well; requested by manager and based on business need; ASG members function as a team for the organization as a whole; may include answering another leader's phone or responding to inquiries to ensure seamless customer service)
 Secures back-up administrative coverage for their own absences
 Coordinates administrative projects and leads committees
 May participate in CHI committees on a volunteer basis or as requested (volunteer assignments must be approved by supervisor in advance)


Qualifications

MINIMUM QUALIFICATIONS
Required Education and Experience

Bachelor’s Degree (Four-year degree) or equivalent experience
Six years of administrative experience

Required Minimum Knowledge, Skills, Abilities and Training
• Able to interact and communicate verbally with a wide range of personalities, both internal and external customers
• Knowledge of and ability to apply structure and content of English language including meaning and spelling of words, rules of composition, grammar and punctuation (in both written and verbal communications)
• Able to employ active listening techniques in all interactions with others
• Able to write correspondence for oneself or on behalf of a leader with minimal direction
• Demonstrates high level proofreading and editing skills
• Able to synthesize information into a format that is useful to the audience for oneself or on behalf of a leader
• Able to share information in written, verbal or presentation format clearly and articulately

• Able to read, write and verbally share information and ideas in a clear and organized fashion
• Able to compile information, run standard and prepare complex customized reports, develop and distribute business correspondence, and develop/maintain procedure manuals
• Able to interpret a variety of instructions furnished in written, verbal, diagram, or schedule formats
• Independently observes, gathers, receives, and otherwise obtains information from all relevant sources to complete daily work and projects
• Able to develop complex documents, spreadsheets, presentations and meeting minutes independently
• Able to lead administrative project teams or committees
• Able to perform intermediate functions using Microsoft Excel
• Able to perform advanced functions using Microsoft Word, PowerPoint and Outlook
• Able to navigate Internet
• Able to apply concepts of basic mathematics (i.e. calculate quantities and dollar amounts), compute statistics and assist with standard budget spreadsheet preparation 

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Equal Opportunity

CommonSpirit Health™ is an Equal Opportunity/Affirmative Action employer committed to a diverse and inclusive workforce. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, marital status, parental status, ancestry, veteran status, genetic information, or any other characteristic protected by law. For more information about your EEO rights as an applicant, please click here.

CommonSpirit Health™ will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c). External hires must pass a post-offer, pre-employment background check/drug screen. Qualified applicants with an arrest and/or conviction will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, ban the box laws, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances. If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (415) 438-5575 and let us know the nature of your request. We will only respond to messages left that involve a request for a reasonable accommodation in the application process. We will accommodate the needs of any qualified candidate who requests a reasonable accommodation under the Americans with Disabilities Act (ADA). CommonSpirit Health™ participates in E-Verify.