Executive Assistant

The Executive Assistant is responsible for managing the supervisor's calendar and independently schedule appointments. Develops reports, presentation, compiles, researches and tabulates data. Screens incoming calls and correspondence. Prepares memorandums outlining and explaining administrative procedures. Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers and controlling budget Creates and maintains database and spreadsheet files. Arranges complex and detailed travel plans and itineraries. Orders and maintains supplies and arrange for equipment maintenance.

All duties and responsibilities are to be performed in accordance with VITAS Healthcare Corporation’s policies, procedures, guidelines, contractual commitments, and governmental regulations.

• Manages supervisor’s calendar and independently schedules appointments.
• Resolves moderately complex issues in absence of manager and can answer and interpret company policies and procedures.
• Develops reports and presentations.
• Compiles, researches, and tabulates data and may perform some analysis.
• Screens incoming calls and correspondence and respond independently when possible.
• Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
• Arranges programs, events, or conferences by arranging facilities and caterer, issuing information or invitations, coordinating speakers, and controlling budget.
• Directs preparation of records such as agenda, notices, and minutes for corporate meetings.
• Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
• Creates and maintains database and spreadsheet files.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.
• Orders and maintains supplies and arranges for equipment maintenance.
• Perform related duties as required. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor or management.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Experience:

• 3-5 years’ prior experience in advanced secretarial/administrative positions
• Ability to prioritize and develop procedures for completing work.
• Must have strong writing composition skills.
• Must have demonstrated ability to perform tasks under own initiative.
• Ability to work on various assignments simultaneously.
• Strong Interpersonal skills withing all levels of the organization.
• Ability to navigate within automated systems and proficiency in Outlook, Word and Excel

Education:
Associate degree in business administration, communications, or related field is preferred.