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Executive Assistant - Executive Services - Days

Schedule: Full Time

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.

Shift

7:30-4:00 or 8:00-4:30

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 as an Executive Assistant

+ Strong advanced Outlook and Calendar management

+ Experience supporting multiple executives

+ Great communication skills and strong attention to detail

+ Proficient experience with Microsoft Office Suite

+ Previous Health Care experience preferred

+ This position is 100 % on site.

Same Posting Description for Internal and External Candidates

You’re unique and you belong here.

At WellSpan Health, we are committed to treating all applicants fairly and equitably, regardless of their job classification. If you require assistance or accommodation due to a disability, please reach out to us via email [email protected]. We will evaluate requests for accommodation on a case-by-case basis. Please note that we will only respond to inquiries related to reasonable accommodation from this email address. Rest assured, all requests for assistance or accommodation are handled confidentially, allowing applicants to share their needs openly and honestly with us.

WellSpan Health is an Equal Opportunity Employer. It is the policy and intention of the System to maintain consistent and equal treatment toward applicants and employees of all job classifications without regard to age, sex, race, color, religion, sexual orientation, gender identity, transgender status, national origin, ancestry, veteran status, disability, or any other legally protected characteristic.