Executive Assistant I

Wellstar Health System - Marietta, GA

Full-time - Entry Level

Marietta, GA

Ambulatory Health Care Services

About the position

The Executive Assistant I role at Wellstar Health System is a vital position that provides comprehensive administrative and clerical support to the Senior Vice President and/or Vice Presidents. This role is essential for ensuring the smooth and efficient management of the executives' schedules and professional obligations. The Executive Assistant will be responsible for a variety of tasks that require a high level of organization, attention to detail, and the ability to manage multiple priorities effectively. In this position, the Executive Assistant will provide direct administrative support to at least two leaders, which includes managing their calendars, coordinating meetings, sending reminders, and ensuring that the leaders are prepared for upcoming events. The role requires the ability to efficiently manage, organize, plan, schedule, and maintain information, which is crucial for the executives to perform their duties effectively. The Executive Assistant will also be responsible for preparing and developing presentations and meeting materials, as well as handling all incoming mail, prioritizing it, and making decisions about which correspondence should be directed to the leaders. Additionally, the role involves managing time and attendance for employees within the leaders' divisions, scheduling travel arrangements, and taking minutes during meetings while maintaining confidentiality. The Executive Assistant will act as a liaison between the supported leaders and various stakeholders, including leadership teams, medical staff, board members, and visitors, ensuring effective communication and public relations. Overall, this position requires a proactive individual who can handle a fast-paced environment and maintain a high level of professionalism while supporting the executives in their roles.

Responsibilities

• Provide administrative support to the system's Vice Presidents or Senior Vice President.
• Manage calendars, coordinate meetings, and send reminders to keep leaders on schedule.
• Efficiently organize, plan, schedule, and maintain information for the executives.
• Prepare and develop presentations and meeting materials as needed.
• Open, screen, and prioritize all incoming mail, directing it appropriately.
• Manage time and attendance for employees in the leaders' division.
• Schedule conference attendance, travel, hotel, and seminar arrangements for the leaders.
• Take minutes during meetings, ensuring only pertinent information is included while maintaining confidentiality.
• Prepare arrangements for all meetings, including notifying attendees and reserving rooms.
• Act as a liaison between the leaders and various stakeholders, ensuring effective communication.

Requirements

• High School Diploma or GED required; Associate's degree preferred.
• Minimum 2 years of experience as an executive assistant to a VP or 5 years of progressively responsible secretarial experience in a large company or healthcare system.
• Advanced computer skills in Microsoft Word and intermediate skills in Excel and PowerPoint.
• Ability to type 55 wpm with accuracy.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Experience in managing complex executive calendars and meetings.
• Ability to maintain a high level of confidentiality.

Nice-to-haves

• Experience in a healthcare system or large company environment.
• Familiarity with creating and routing purchase orders and supply requisitions.