Executive Assistant - OU Health Executive Offices

Ou Health - Oklahoma City, OK

Full-time - Mid Level

Oklahoma City, OK

About the position

The Executive Assistant at OU Health Executive Offices provides high-level administrative support to C-Suite executives. This role involves managing schedules, coordinating meetings, handling confidential information, and preparing reports and presentations. The Executive Assistant is essential in ensuring smooth operations within the executive office, requiring strong organizational and communication skills.

Responsibilities

• Timely maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizing appointments/meetings according to the topic and executive availability.
• Handles sensitive/confidential information requiring high level of discretion and confidentiality.
• Welcomes guests by greeting them, answering, and/or directing inquiries.
• Prepares documents and outgoing communications as necessary.
• Completes, reviews, and processes expense reports, invoices, etc.
• Books travel arrangements, both domestic and international travel.
• Creates professional PowerPoint presentations and presentation materials from conceptual ideas.
• Manages assigned projects to timely completion and prepares progress reports, as required.
• Takes accurate minutes at assigned meetings, as requested.
• Performs administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc.
• Reviews, distributes, and responds to correspondence.
• Prepares analyses of information or data using Excel.
• Performs a variety of other administrative tasks including reporting and tracking information.
• Interacts with executives at all levels, as needed, in a timely and professional manner.
• Understands when to escalate issues and barriers to ability to complete work assignments.
• Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary.
• Coordinates ordering and distribution of supplies and handles problems concerning material received.
• Assists with payroll processing and other clerical functions when needed.

Requirements

• Five or more years of technical or clerical experience supporting C-Suite executives required.
• High school diploma preferred.
• Mastery skills in MS Office Suite, especially MS Outlook, MS PowerPoint, MS Excel.
• Extensive experience preparing presentations utilizing MS PowerPoint.
• Extensive experience planning and managing executive meetings and events.
• Strong detail orientation skills.
• Highly organized with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact well with employees, clients, and patients.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off