EXECUTIVE ASSISTANT - Baptist Health Care

The Executive Assistant provides support to IT Division Leadership including the Chief Information Officer, the  IT Directors and staff as assigned, and serves as primary administrative contact for the Division.  This position will demonstrate personal characteristics that include: a professional demeanor, integrity, a strong work ethic, and the ability to maintain confidentiality in handling material and sensitive matters.  The position demonstrates work experience which shows progressively responsible clerical and professional office duties and a job history that indicates longevity and dependability. Support communications and scheduling for Division Leadership with BHC senior leadership, customers from BHC departments, and external business contacts as well as Division-wide events.  Perform receptionist duties by greeting visitors/clients in person and on the telephone, answering routine questions, and directing visitors/callers to the appropriate person or IT Department.  Prepare reports, form letters, notices, and other correspondence using templates and forms. Assist with preparing correspondence and documents, including typing, keyboarding, formatting, and generating documents from templates, notes, and dictation. Maintain correspondence control records.  Perform data entry functions. Generate standard reports from databases and computerized systems. Track statistics and data.  Receive, prioritize, and route all incoming materials to appropriate offices and individuals in the Division. Receive, screen, and route incoming and outgoing mail to appropriate persons or offices and process mail requiring special handling.  Maintain, update, and track paper and electronic files; make copies and deliver documents to staff. Assist records and reproduction staff with scanning, copying, filing, stamping, and locating files and documents.  Report matters regarding the offices’ physical needs (such as heating, cooling, lighting, and cleaning).  The person in this position works under general supervision, is responsible for various shifts, may be subject to over 40 hours per week and/or callback as required, and may also be required to remain on campus immediately before, during, and after severe weather and/or disasters.

• High School Diploma or General Education Degree
• Three (3) years' experience supporting high level executives.
• Must be organized and detail-oriented, accept accountability for work product, possess excellent written and verbal communication skills, and be self-motivated, flexible, and tactful when working under pressure in a team environment.
• Experience in IBM Notes, MS Office & other software programs
• Ability to handle several tasks at once, function well as a team-player, use discretion in handling confidential material, & work with little supervision