Executive Assistant I

Williamsburg, Virginia

Overview
Executive Assistant Level I supports one or more facility or division level Vice President(s) and/or Senior VP(s). Position is responsible for providing high level administrative support. The core job functions: Correspondence, Meeting Preparation/Coordination, Statistical Reports, meeting minutes, complex calendar management, Travel Arrangements, Invoice/POs/PCard purchases, Customer Service, Phone Support, file management, office supplies. Position will perform a wide variety of secretarial and general administrative duties to support leadership utilizing the Riverside Care Difference principles in all interactions.

What you will do

• Provides clerical support for facility/division Vice President and other relevant executives. Duties include reception, greetings, customer service, answering phones, taking messages, referring calls, etc.
• Responsible for heavy calendar management in meeting times, appointments, special events, etc. Meeting management includes room reservation, timely preparation, setup, travel accommodations, special room arrangements, and may include recording meeting minutes.
• Provides support by maintaining list Facility or Division Board members and committee members as assigned. Corresponds with board and committee members providing high level of customer service. Ensures materials for boarding meetings and committees are prepared timely and provided to members in advance. May prepare meeting agendas, packets, participant correspondence, and recording meeting minutes.
• Maintains proper levels in office supplies, which may require checking stock, anticipating needed supplies, placing and expediting orders for supplies. Responsible for maintaining accurate accounting functions/duties within the department, may include but not limited to: ensures that all invoices, check requests, Cards and payments are accurately coded and posted/logged during applicable month and submitted to Accounting in a timely manner.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications and maintaining related file systems. Filing system is organized and maintained to ensure efficiency/productivity for the department.

Qualifications

Education

• High School Diploma or GED, (Required)
• Associates Degree, Business Administration (Preferred)

Experience

• 5-6 years Executive level administrative support, Related Education in Lieu of experience (Required)

Skills and Abilities

• Medical Terminology knowledge
• Proficient in Microsoft Office Suite
• Strong ability to work independently and manage one’s time.
• Verbal and written communication skills.

To learn more about being a team member with Riverside Health System visit us at https://www.riversideonline.com/careers.