Executive Assistant

Executive Assistant

Seton Medical Center Harker Heights (SMCHH) is an 83-bed acute care hospital that opened in 2012 in Harker Heights, Texas. The facility offers an array of services such as a Cardiology, Emergency Services and a Level IV Trauma Designated Emergency Room, General Surgery, Orthopedic Surgery, Total Joint Replacement, Gastroenterology, Diagnostic Services and more. We provide exceptional care through collaboration with our caregivers, physicians, volunteers and community partners. Our award-winning staff provides patient care with dignity and respect. We are Joint Commission Accredited, an Accredited Chest Pain Center, and Advanced Primary Stroke Center.

SMCHH is a joint venture between the Austin-based Ascension and Nashville-based Ardent Health Services.

POSITION SUMMARY

The Executive Assistant assists the Executive by performing administrative duties and managing an administrative office to provide continuity of service to staff, physicians, patients and visitors.

• Keeps accurate calendar of meetings and events
• Receives, reviews and distributes incoming and outgoing mail on a daily basis; personally handles that which is appropriate
• Prepares agendas and meeting packets, attends various meetings records and transcribes minutes and performs appropriate follow-through
• Receives phone calls, assistscallers if possible, takes messages and refers calls as necessary using business telephone etiquette
• Records and transcribes minutes of meetings
• Arranges travel when needed
• Transposes, formats, and sends letters as instructed by appropriate VP
• Schedules meetings and sends invites to appropriate parties as instructed
• Handles work travel arrangements for respective VPs with airline, hotel, and rental car booking when needed

Experience and Education:

• Four to five years of job-related experience in an executive office with public and top management
• Two years of college, majoring in Secretarial Sciences or equivalent experience preferred

Knowledge, Skills and Abilities:

• Knowledge of office management letter format and composition, proper rules of grammar, spelling and punctuation
• Ability to type accurately at a minimum of 70 wpm
• Ability to proofread documents proficiently
• Competent use of standard office equipment, personal computers and software programs including Office programs (Word, Excel, Outlook, Power Point and Teams) and WebEx
• Position requires fluency in English language to function in job environment appropriately
• Desire to exemplify the BSA culture, including the BSA Mission, Vision and BSA Way
• Good interpersonal and customer service skills as well as good public relations skills
• Good organizational, follow-through skills, and exceptional attention to detail
• Excellent time management skills
• Ability to multi-task constantly and tolerate interruptions, ability to tolerate stressful situations
• Exercise discretion and maintain confidentiality
• Flexibility/Teamwork
• Self-motivation, proactive in anticipating needs of executive
• Record and transcribe minutes of meetings, using handwritten notes and/or Dictaphone
• Answer telephone in business professional manner and relay information in a pleasant and professional manner
• Use critical thinking skills to solve problems, prioritize, plan, and coordinate activities
• Maintain and update executives calendar, schedule meetings, travel, and organize catering
• Create agendas for meetings, collect and prepare information for meetings
• Create itineraries for travel, draft letters and memos for internal and external communication
• Create spreadsheets
• Ability to act as a gatekeeper and escalate relevant information to executives as needed