Catholic Health Initiatives Executive Assistant in ENGLEWOOD, Colorado

Executive Assistant

Description

Job Summary:

This position provides a full range of administrative support services to one or more executives. This position must function with limited supervision and requires considerable proactive coordination with executive(s) work demands. Must be able to exercise initiative, independent judgment and accountability for various processes and programs. This position works collaboratively with members of the assigned resource group, other resource groups, and national staff, particularly other assistants within an office location.

Job Duties

  • Completes standard administrative processes such as mail processing, filing, faxing, scanning, copying, collating and organizing; may delegate or outsource these functions to others if resources are available

  • Performs prescribed calendaring functions on behalf of leader(s) independently

  • Creates and edits documents, spreadsheets, presentations and department organizational charts

  • Coordinates travel arrangements for leaders supported utilizing standard processes and resources

  • Runs and distributes standard reports; may complete some additional formatting and/or analysis

  • Follows procedures and maintains procedural documentation

  • Prepares for and supports meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations, technology and other resources as requested and directed

  • Some independent planning and coordination of large meetings; may have oversight for specific tasks or projects associated with conferences

  • Records and distributes meeting minutes as requested

  • With direction, drafts, edits and distributes internal and external communications; proofreads leader communications before distribution

  • Administers distribution lists


  • Prepares surveys based on content provided by leaders and organizes survey reports for review and distribution

  • Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval

  • Collects and compiles data in preparation for budget process

  • Processes and files department contracts and agreements

  • May assist with editing timekeeping records

  • Coordinates administrative projects as assigned

  • May participate in CHI committees on a volunteer basis or as requested (volunteer assignments must be approved by supervisor in advance)

Qualifications

Education:

  • Bachelor's Degree or equivalent work experience required.

Experience:

  • Minimum of six years related experience, with a minimum of three years in an Administrative Assistant capacity (reporting to director level or above) required (May consider combined education and work experience).

  • High level knowledge of Outlook, Word, PowerPoint and Excel.

  • Ability to coordinate meeting schedules and travel arrangements.

  • Highly organized and dependable.

  • Experience working with multiple executives and executive assistants.

  • Ability to deal with change and be adaptable to changing priorities.

  • Must be flexible and able to work independently.

License/Certification:

  • None required.

Additional Responsibilities:

Adheres to and exhibits our core values:

  • Reverence : Having a profound spirit of awe and respect for all creation, shaping relationships to self, to one another and to God and acknowledging that we hold in trust all that has been given to us.

  • Integrity: Moral wholeness, soundness, uprightness, honesty and sincerity as a basis of trustworthiness.

  • Compassion: Feeling with others, being one with others in their sorrows and joys, rooted in the sense of solidarity as members of the human community.

  • Excellence: Outstanding achievement, merit, virtue; continually surpassing standards to achieve/maintain quality.

  • Maintains confidentiality and protects sensitive data at all times.

  • Adheres to organizational and department specific safety standards and guidelines.

  • Works collaboratively and supports efforts of team members.

  • Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community.

  • Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times.

Catholic Health Initiatives and its organizations are Equal Opportunity Employers.

EOE F/M/Vet/Disabled

#GLDRNAT CBCHI

Job Administrative and Clerical

Primary Location COLORADO-ENGLEWOOD-DENVER INVERNESS

Daily Schedule 1

Scheduled Hours per 2-week Pay Period 80

Weekends Required Occasional

Req ID: 2017-R0120353