Executive Assistant I (Project Management)

The Executive Assistant I will provide high level, confidential administrative support for CARTIs Executive and Senior Leadership team members as assigned. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant I will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This position is a Safety Sensitive Position. The essential functions, physical demands, and mental competencies of this job require the employee maintain the ability to work in a constant state of alertness in a safe manner.

JOB SPECIFIC DUTIES AND RESPONSIBILITIES:
Works independently to manage communications and documentation for major projects. Receives, routes, and files project documents; updates timelines and schedules; keeps executive and senior leadership and other project principals apprised of pending deadlines and time-sensitive issues.Plans, coordinates, and ensures schedules are followed and respected. Demonstrates initiative, establishes appointment priorities, and draws attention to important dates and conflicts.Completes a broad variety of administrative tasks including managing an active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging travel plans and agendas; and compiling documents for meetings. Develops, maintains, and updates electronic filling systems for the service lines.Establishes, designs, and creates general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling, grammar, layout, and making appropriate changes. Responsible for the accuracy and clarity of the final copy.Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring approval; summarizes content if needed; provides necessary backup material for review; offers advice or initiates reply if appropriate; and coordinates follow-up as necessary.Composes correspondence requiring an understanding of the organizations policies; researches and prepares special projects or presentations; initiates and maintains large and complex paper and electronic filing systems, develops methods for organizing and retrieving information.Provides polite, courteous, and professional reception and telephone service; tactfully determines nature and urgency of business; answers inquiries and resolves conflicts independently whenever possible using own judgment and knowledge of the organization; refer to appropriate person if necessary. Coordinates conference calls as needed.Provides a bridge for smooth communication between areas of support and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.Works closely and effectively to keep all areas of support well informed of upcoming commitments and responsibilities, following up appropriately.Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.Prioritizes and manages multiple projects simultaneously and according to workload demands. Provides follow-up on multiple issues in a timely manner.Assists with the preparation of presentation materials for internal and external activities.Assists with developing departmental policies and procedures; adheres to the organizations policies and procedures.Educates and orients new staff in departmental procedures, telephone systems, and office equipment.Process departmental accounts payable by verifying receipt of expendables and submitting check requests for payment. Ensures proper account coding for budget control. Verification of coding on the budget printout.Orders supplies and assists with inventory control.Interacts with all team members with poise and a high level of professionalism.Maintains information confidentially and discreetly.Work variable hours based on support needs.Other duties as assigned.

EDUCATION, CERTIFICATION, LICENSURE, and REGISTRATION:
Associates degree required or five years of related experience and/or training; or equivalent combination of education and experience. Bachelors degree preferred.

EXPERIENCE, KNOWLEDGE, SKILLS and ABILITIES:
Five years of administrative assistant/clerical experienceKnowledge of office management systems and proceduresExcellent time management skills and ability to multi-task and prioritize workAttention to detail and problem-solving skillsStrong organizational and planning skillsProficiency in MS Office

REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.Ability to interpret a variety of instructions furnished in written, oral, or schedule form.

INTERPERSONAL SKILLS:
Must interact and communicate both verbally and in written form.Must interact and exchange information regarding patients with physicians and other departmental personnel, and outside agencies on a frequent basis while respecting the confidentiality of patient information.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is regularly required to talk or hear.The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms.Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:
The work environment described here are representative of those an employee encounters while performing the essential functions of this job. This position involves potential exposure to infectious diseases. Colleagues are offered appropriate vaccinations and safety training.