Executive Assistant

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.

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 director, vice president or senior vice president level.

Essential Key Job Responsibilities

• Independently observes, gathers, receives, and otherwise obtains information from all relevant sources to complete daily work and projects
• Proactively and independently manages, analyzes and coordinates calendars and itineraries for team
• 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; may include group travel coordination
• Records and creates documentation of meeting minutes, as needed (infrequent) 
• With minimal direction, drafts, edits and distributes internal and external communications on behalf of leaders
• Administers distribution lists
• Administers collaboration communities on Google Drive
• Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval; tracks invoices according to predetermined guidelines
• Collects and compiles data in preparation for budget process; may be asked to prepare reports in support of leader's budget responsibilities
• Processes and files department contracts and agreements; previews and monitors contracts for changes and/or action
• May assist with editing timekeeping records
• 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; 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 
• May participate in CHI committees on a volunteer basis or as requested (volunteer assignments must be approved by supervisor in advance) 
• Assist with any and all projects adhering to deadlines

Minimum Qualifications
Required Education and Experience 
High school graduate with emphasis on clerical business preparation (required).

Associate or Bachelor degree and relevant work experience (preferred).

A minimum of 5 years of administrative experience with management in a healthcare or corporate environment or other comparable business experience (required).

Required Minimum Knowledge, Skills, Abilities and Training
Special skills required include: Proficient organizational and typing skills; experience in multi-task coordination; ability to relate to a variety of personalities; professional appearance and manner; ability to exercise creativity, good judgment, and initiative; excellent writing and editing skills;  knowledge of Google Suite desktop applications