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Executive Assistant, 1.0 FTE

Description

JOB DESCRIPTION

This position is responsible for performing a variety of secretarial and administrative duties for the Vice President, Chief Legal Officer and General Counsel, Director of Compliance and Director of Risk Management.  The Legal Executive Assistant must have the ability to produce a consistently error-free work product.  Works on projects involving concentration, initiative and tact.  Exercises discretion in all assignments.

Primary Duties and Responsibilities:

• Organizes legal files and documents
• Communicates with internal and external customers to take instructions, obtain information and prepare reports.
• Drafts routine documents and correspondence under the supervision of the Vice President, Chief Legal Officer and General Counsel.
• Establishes and maintains a contract and legal data base.
• Reviews, summarizes and analyzes corporate records; compiles information and recommends actions, as may be necessary.
• Prepares draft responses in litigation matters and compiles responses to document requests under supervision.
• Performs administrative duties; schedules meetings and depositions.

EDUCATION REQUIRED:  High School Diploma required, Associate Degree preferred.

EXPERIENCE:  5-7 years previous experience supporting senior executives required. 

KNOWLEDGE / SKILLS / ABILITIES:

• Demonstrated skills in collaboration, teamwork and problem-solving to achieve goals
• Detail-oriented; proficiency in establishing and maintaining contract data base
• High degree of personal integrity, discretion and confidentiality
• Demonstrated excellent secretarial, clerical, writing and editing skills, and strong organizational skills essential to the overall performance of this position
• Knowledge and competence with personal computer to include multiple data bases, Excel, Power Point, and MS Word.
• Professional telephone, reception and people skills
• Ability to operate standard office machines, such as copier, typewriter, Dictaphone, Fax, etc
• Ability to work independently, accurately, and efficiently
• Proper use of the English language
• Excellent written and oral communication skills including spelling, grammar, and punctuation
• Strong decision making and problem solving skills
• This position requires self-direction, ability to prioritize and excellent organizational abilities
• Ability to deal with internal and external in a courteous and professional manner
• Ability to research and interpret legal and technical procedures, statutes and regulations
• Ability to recognize legal and technical issues
• Ability to handle pressure and deadlines
• Ability to handle multiple projects at one time with continuing changing priorities

ACCOUNTABILITIES AND ESSENTIAL JOB FUNCTIONS:

• Demonstrates strong interpersonal skills that reflect a positive attitude and a sense of commitment to the Medical Center's Mission and Values, hospital associates and community as viewed by the Vice President, Chief Legal Officer and General Counsel and others.  Participates in at least two Hospital sponsored activities outside of normal work routines (e.g., United Way Campaigns, Hospital Week, Festival of Trees, etc.) as requested and recognized by events sponsors.
• Meets negotiated deadlines, demonstrating initiative and independence in completing tasks.  Frequently beats deadlines and anticipates needs; consistently recognizes ways to offer additional support, completing tasks to satisfaction.
• Demonstrates willingness to work with all Medical Center departments, board of Directors and Medical Staff, as well as with the public and/or patients and families, as need arises.
• Encourages team cooperation and fosters the development of trust.  Actively facilitates and supports team decisions. Goes beyond responsibilities to help teams accomplish tasks and goals.  Takes initiative to resolve conflict as observed by Administrative Officers.
• Performs various executive secretarial, administrative, and clerical tasks.  Manages administrative document preparation, file maintenance and storage with accuracy and in a timely manner.  Utilizes expert secretarial skills to create quality documentation and office systems; acts independently, with minimal supervision.  Consistently produces work without errors.
• Demonstrates proficiency in preparing meeting materials such as PowerPoint presentations, meeting binders, agendas, minutes, making reservations, planning dietary needs, scheduling travel arrangements, communicating essential information to participants, etc.    
• Demonstrates proficiency in preparation of letters, memos, minutes, planning and scheduling of meetings and distribution of related materials. 
• Operates PC computer and other office equipment in preparation, editing and distribution of various administrative documents and correspondence.  Exhibits high degree of computer knowledge and word processing skills to creatively, accurately and efficiently produce various documents.
• Uses good judgment in setting work priorities, planning and organizing workload in the midst of many interruptions.  Demonstrates ability to work with deadlines and handles emergent situations calmly as observed by Administrative Officers.
• Possesses strong interpersonal skills that reflect a positive attitude, a sense of humor and commitment to the Medical Center's Mission Statement, Hospital associates and community.
• Anticipates and takes personal responsibility for customer satisfaction.  Consistently goes out of the way to listen, understand, and respond to the needs of others in a sensitive manner.  Difficult or unusual contacts are repeatedly handled with success. 
• Sends Fax material as required.  Assists and trains hospital personnel in using the fax machine; notifies appropriate staff of faxes received in a timely manner.
• Acts as confidential assistant to Vice President, Chief Legal Officer and General Counsel, preserving the confidentiality of information related to the organization, its patients and staff.  Assists with confidential and/or sensitive matters; provides explanation and support where needed.
• Provides patients, staff, volunteers and visitors with information to better access hospital services or information; refers to appropriate individual or department as needed.  Fields emergent trouble calls to the appropriate area (or takes down information for a callback) when the Risk Manager, Patient Representative or Chaplain is unavailable as observed from feedback by appropriate personnel.
• Demonstrates active, supportive behavior in all interactions with Medical Center employees, members of the Administrative team and community members and visitors.  Strives to make those entering the office of the Vice President, Chief Legal Officer and General Counsel feel at ease and welcome (first impressions are important).