HCA, Hospital Corporation of America Executive Assistant in Denver, Colorado
GENERAL SUMMARY OF DUTIES: Responsible for providing support including calendar, correspondence, and reception for 3-5 executives. Greet and respond to customers and vendors in an attentive and professional manner. Demonstrate outstanding telephone and customer service skills. Schedule and arrange meetings, travel, and business functions. Establish and maintain files for functions and meetings. Assist in preparation of presentations and reports. Collaborate with other executive assistants to complete work and meet the needs of the Continental Division Office.
SUPERVISOR: Regional Executive Assistant
DUTIES INCLUDE BUT ARE NOT LIMITED TO: • Consistently maintain calendars for assigned executives on a daily basis, utilizing Outlook. • Consistently gather information for preparation of reports on a timely basis, requesting assistance from appropriate personnel. Help prepare PowerPoint presentations. • Open mail in a timely fashion; demonstrate good judgment in reviewing incoming mail, responding personally or forwarding to appropriate person. • Coordinate items necessary for new department employees i.e. telephone, computer, supplies, business cards, and IT forms. • Prepare and process expense and budget reports in Concur. • Coordinate travel and lodging arrangements. • Consistently complete assignments with a high degree of accuracy and meet deadlines. • Prepare confidentiality agreements and contracts when needed for business dealings with vendors; secure signatures; process through Legal Department for signatures and filing. • Help fill voids among the executive assistants and provide relief support for other administrative staff as needed. • Coordinate meeting/training and conference rooms for assigned VP/Executive. • Code and copy departmental invoices and send in a timely manner. • Prepare meeting arrangements; order catering and reserve conference rooms. • Practice and adhere to the “Code of Conduct” philosophy and “Mission and Value Statement.” • Other duties as assigned.
KNOWLEDGE, SKILLS & ABILITIES: • Prioritize schedules, tasks and needs. • Maintain confidentiality. • Maintain an efficient flow of information. • Manage details for assigned executives so they can perform the more important duties of their position. • Ability to make decisions and be accountable for those decisions. • Handle difficult situations professionally and with courtesy. Advise appropriate persons of situation. • Understand the organizational and political structure of the organization; apply knowledge in screening calls to the assigned executives and other executive team members. • Proficient in Microsoft applications. • Work independently and under pressure to follow through on issues. • Communicate clearly and concisely, both verbally and in writing. • Establish and maintain long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations. • Work effectively with other employees and external parties.
EDUCATION • Meet advanced reading, writing, and comprehension requirements. Bachelor’s degree preferred.
EXPERIENCE • Minimum of 5-7 years of executive assistant experience preferred. • Previous health care experience preferred.
CERTIFICATE/LICENSE – N/A
PHYSICAL DEMANDS/WORKING CONDITIONS - Requires prolonged sitting, bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriately. Requires lifting up to 20 pounds occasionally. Work is performed in an office environment. Work may be stressful at times. Contact may involve dealing with angry or upset people.
Title: Executive Assistant
Location: Colorado-Denver-HealthOne System Support
Requisition ID: 03174-59367