Sr Staff Assistant

Minimum Education
High School Diploma or GED (Required)

Minimum Work Experience
5 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment. (Required)

Required Skills/Knowledge
Familiarity with organizational and departmental structures, policies and practices
Strong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of people
Ability to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environment
Proficiency with MS Office and other computer applications as required
Ability to consider multiple variables to determine proper course of action
Exercise good judgment in handling sensitive and confidential information and situations.

Functional Accountabilities
Administrative and Secretarial

• Responsible for scheduling appointments and arranging meetings, conferences and travel. Ensures the executive's knowledge of schedule 24 hours in advance. May assist in creating meeting agenda and taking minutes.

• Organizes and maintains files of the executive's correspondence and records, following up on pending matters with some limited direction and providing feedback in a timely manner.

• May assist in coordinating the workflow within the executive's scope of oversight. Initiates follow-up action as needed.

• Researches information requests under some general guidance and supervision. Under the instruction of the executive, may compile data elements into reports as needed.

• May perform some Office Managers duties.

Communications

• Serves as a liaison to other executives, assistants, internal and external customers.

• Communicates and/or coordinates the executive's instructions and desires with various individuals and/or departments/divisions. Furnishes and obtains information from others as needed.

• Receives and screens calls, correspondence, and/or visitors for the executive.

• Answers routine inquiries, and furnishes information, when possible, to save the executive's time.

Office Technology

• Prepares routine documents (e.g. letters and memos) using MS Word, Excel or PowerPoint.

• Utilizes various software and/or learns new computer applications to meet unique work needs and improve productivity.

• May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.

Project Coordination

• May Prioritize and coordinate project(s), and follows through on issues in a timely manner.

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance