Executive Assistant

General Summary

WellSpan Executive Assistants provide administrative support to WellSpan Vice Presidents. Executive Assistants are accountable for supporting the effectiveness and efficiency of the executive clients they support and in building organizational culture through the interactions they have with community leaders, external partners, job candidates and others. Executive Assistants may report to one of their executive clients or to the Manager, Executive Services. All Executive Assistants in directory report to the Manager, Executive Services and participate in development of standard work, best practices sharing and ongoing development as part of the WellSpan Executive Services Network.

Duties and Responsibilities

Essential Functions:

• Develops strong, high functioning relationships with the executive clients they service to ensure their needs are met.
• Maintains strict confidentiality of sensitive information.
• Manages complex calendaring for clients to ensure executives are able to prioritize the appropriate meetings, have adequate travel time, are not double-booked and that personal calendar preferences are taken into account. Partners with other members of the Executive Services team to ensure coordination and collaboration.
• Reviews calendar with executive clients weekly looking ahead 4-6 weeks and daily for last minute adjustments.
• Anticipates needs of executives and ensure they have all the information they need each day to be successful, including schedule changes, meeting materials, deadlines, time to prep for presentations and reporting, high priority activities and exceptions to usual routines (locations, dress, etc.).
• Partners with executive clients to prepare meeting materials for both internal and external meetings as needed.
• Organizes and provides assistance during events.
• Prepares PowerPoint Presentations, reports, memos, etc. for executive clients.
• Makes travel arrangements following WellSpan policies.
• Actively participates in team huddles, staff meetings and learning sessions. Maintains professional growth and development.
• Uses data and Lean thinking to improve processes, maintain standard work and drive process improvements.
• Provides back up coverage for other members of the team and fulfills building duties as assigned.
• Contributes to a collaborative, professional, safe, inclusive, and positive work environment. Practices fiscal responsibility.

Qualifications

Minimum Education:

• High School Diploma or GED Required
• Associates Degree Preferred

Work Experience:

• 4 years Relevant experience. Required and
• Business Administration experience. Required