Executive Assistant

Advocate Aurora Health - Green Bay, WI

Full-time - Mid Level

Green Bay, WI

Hospitals

About the position

The Executive Assistant position at Aurora BayCare Medical Center is a full-time role that requires an experienced individual to provide high-level administrative support to executives. The role involves managing a complex calendar of appointments, meetings, and travel arrangements, ensuring that all administrative aspects are meticulously planned and organized. This includes preparing agendas, selecting meeting sites, arranging food and beverages, and coordinating audio-visual needs. The Executive Assistant will also be responsible for drafting and editing correspondence, memos, and various documents, ensuring accuracy and consistency in all communications. In addition to scheduling and document preparation, the Executive Assistant will serve as the first point of contact for visitors and callers, providing procedural information and addressing inquiries related to operational matters. This role requires a deep understanding of the organization's policies and procedures to effectively resolve problems and prioritize needs. The Executive Assistant will compile and analyze information from various sources to support administrative functions and may present reports and materials to groups as needed. The position also entails maintaining filing systems for confidential records, managing incoming mail, and performing independent research to support the executive team. The Executive Assistant will operate and maintain office equipment and may assist other clerical staff by providing guidance on processes and procedures. This role reports directly to a Vice President or higher, emphasizing the importance of confidentiality, effective communication, and organizational skills.

Responsibilities

• Schedules, maintains, and prioritizes a calendar of appointments, meetings, and travel.
• Plans and organizes administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.
• Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters.
• Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
• Performs a variety of moderately complex word processing tasks such as creating/drafting correspondence, memos, and documents from rough draft, under verbal instruction or independently.
• Makes decisions on format and layout and edits for accuracy and consistency of data.
• Compiles supportive graphics, reports, or statistical data.
• Creates reports under general instruction and displays data to support needs; generates existing reports and distributes reports as needed.
• May present administrative materials, reports, and information to a group of individuals.
• Establishes and maintains filing systems for records, files, and documentation, maintaining confidentiality.
• Opens, reads, and prioritizes mail and department documents, initiating return correspondence as appropriate.
• Performs independent research and compiles, analyzes, and summarizes information from a variety of sources to support administrative needs.
• Operates and maintains office equipment (fax, printer, photocopier) and may order office supplies.
• May act as a resource to other clerical staff regarding answering questions on processes/procedures and providing training.

Requirements

• Typically requires 5 years of experience in a secretarial or administrative assistant position.
• High School Graduate.
• Ability to effectively manage time and priorities.
• Demonstrated ability to maintain a high degree of confidentiality.
• Ability to prioritize office workflow and make effective administrative decisions to increase efficiency, accuracy, and productivity.
• Ability to take initiative to develop correspondence as appropriate and independently problem solve on office related issues.
• Demonstrated ability to tactfully and effectively communicate (written and verbal), with a variety of individuals and highly visible customers/leadership.
• Must be proficient in the use of Microsoft Office (Excel, PowerPoint and Word) or similar products.
• Demonstrated ability to create and compile simple to complex documents, reports, graphs/charts, and presentations.
• Ability to manage data systematically.
• Demonstrates organizational ability and attention to detail and accuracy.
• Ability to effectively present information in one-on-one and small group situations.