Henry Ford Health System
Executive Assistant – Facilities Administration-Detroit
Under limited supervision from a Senior Level Executive or Medical Group Chair, provides personal and administrative support services such as preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files and conducting special projects as assigned. Duties require a thorough knowledge of supervisor’s areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects and so forth. All work is of a highly confidential nature.
- Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules and so forth which are confidential in nature and may require taking and transcribing shorthand and/or Dictaphone dictation.
- Assists in preparing complex, confidential administrative reports, statements, rosters, and so forth, performs difficult data and/or information gathering, computes complex calculations and drafts and prepares special reports/analyses for review by supervisor.
- Reviews and screens visitors and telephone calls, ascertains callers’ needs and tactfully refers callers to appropriate personnel. Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).
- Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data and so forth, often dealing with executives, medical staff, trustees or influential outsiders. In absence of, or as directed by supervisor, is often required to relay confidential or sensitive information.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Receives and reads confidential incoming correspondence, reports, memoranda and the like; screens items which can be routinely handled, prepares appropriate responses and forward remaining materials to supervisor or others along with necessary background information.
- Arranges meetings, conferences, schedules, appointments, interviews and completes travel arrangements and maintains supervisor’s business calendar.
- Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.
- Establishes, maintains, and revises recordkeeping and filing systems, and classifies, sorts, and files confidential correspondence, articles, records and other documents.
- Attends meetings and takes, prepares, and distributes minutes to appropriate personnel.
- Performs specialized functions pertaining to departmental operations including bulk purchasing of departmental supplies and materials, and requisitioning regular office supplies and/or other general office duties that may be assigned.
- High School Diploma/G.E.D. is required in order to compose and prepare a variety of confidential reports, tables, memorandums, etc. Associates Degree in business or a secretarial field from a business school or college is preferred.
- Ability to read and write in order to proof and edit nonroutine reports, correspondence and the like for sentence structure and readability as well as draft correspondence and reports, perform semicomplex arithmetic calculations when preparing administrative reports, monitoring budgets and the like, and develop and oversee maintenance of recordkeeping and filing systems at a level normally acquired through completion of two years of business school.
- Ability to type complex tables, forms, reports and the like from rough draft or dictation at 50 w.p.m. and use one or more software packages.
- Approximately five to seven years progressively more responsible related work experience necessary in order to gain in-depth understanding of organizational policies, procedures, and operations in order to assume a variety of high-level administrative details including arranging meetings and conferences without prior clearance, answering semicomplex correspondence, assembling highly confidential and sensitive information, answering questions of influential callers and so forth.
- Interpersonal skills necessary in order to effectively communicate with a diverse group of influential external and internal callers and visitors, often dealing with sensitive/highly confidential matters.
- Analytical skills necessary in order to handle semicomplex administrative details such as preparing special non-recurring reports by combining confidential data from several sources and scheduling and handling administrative/secretarial needs of supervisor.