Executive Assistant

Inspired by faith. Driven by innovation. Powered by humankindness. CommonSpirit Health is building a healthier future for all through its integrated health services. As one of the nation’s largest nonprofit Catholic healthcare organizations, CommonSpirit Health delivers more than 20 million patient encounters annually through more than 2,300 clinics, care sites and 137 hospital-based locations, in addition to its home-based services and virtual care offerings. CommonSpirit has more than 157,000 employees, 45,000 nurses and 25,000 physicians and advanced practice providers across 24 states and contributes more than $4.2 billion annually in charity care, community benefits and unreimbursed government programs. Together with our patients, physicians, partners, and communities, we are creating a more just, equitable, and innovative healthcare delivery system.

Provides high-level administrative support services to an assigned leader, or group of leaders, and/or department(s). Exercises discretion and independent judgment while performing key job responsibilities. Reports to a leader at the manager, director, vice president or senior vice president level.

Completes standard administrative processes such as mail processing, filing, faxing, scanning, copying, collating and organizing as needed; may delegate or outsource these functions to others if resources are available
Proactively and independently manages, analyzes (as needed) and coordinates calendars and itineraries for leader(s) supported
Creates and edits documents, spreadsheets, presentations and organizational charts; additionally, is able to develop complex documents, spreadsheets and presentations independently on behalf of the leader(s) supported as needed
Coordinates travel arrangements, including complex travel itineraries for leaders supported utilizing standard processes and resources
Runs and distributes standard reports; creates custom reports and/or analyzes reports as needed
Follows (and may create) procedures and maintains procedural documentation
Prepares for and supports meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations and other resources as requested
Independently plans, organizes and oversees large scale meetings and/or conferences ensuring that critical needs and all details are considered and addressed (includes site selection, contract management, agendas, materials production and coordination of presenters and other resources); may include group travel coordination
Records and creates high level documentation of meeting minutes based on knowledge of the business
With minimal direction, drafts, edits and distributes internal and external communications on behalf of leaders
Proofreads and edits others' communications before distribution
Administers distribution lists
Administers collaboration communities on Inside CHI.
Creates and conducts surveys and provides organized reports to leaders (may provide recommendations for leader consideration when presenting survey results).
Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval; approves invoices according to predetermined guidelines.
Collects and compiles data in preparation for budget process; may be asked to prepare reports in support of leader's budget responsibilities.
Processes and files department contracts and agreements; previews and monitors contracts for changes and/or action.
May assist with editing timekeeping records.
Cross trains to learn unique responsibilities of peers within the department/group.
Gains in-depth specific knowledge about their particular department/group and the organization to build business acumen; develops an understanding of the interconnectedness of departments/groups; applies knowledge in daily work.
Provides back-up administrative coverage for peers ensuring all internal and external customers are served (back-up coverage may be requested for another department or group as well; requested by manager and based on business need; ASG members function as a team for the organization as a whole; may include answering another leader's phone or responding to inquiries to ensure seamless customer service).

Bachelors degree or equivalent experience required.

Six years of administrative experience required