Purpose: The Executive Assistant provides comprehensive administrative and clerical support to the Chief Operating Officer (COO) and their direct reports, as well as other Executives when requested. With a highly organized and detail-oriented approach, this position helps to ensure that the COO and other leadership are able to function efficiently to meet deadlines and deliverables. Additionally, the position functions as part of the overall executive support team to help provide coverage and assistance to meet the needs of the organization. Provides exceptional customer service at all times, serving as an internal and external ambassador for the leadership and the organization.

Key Job Responsibility Areas

• Administrative Support

• Project Assistance

• Data and Information Management

• General Organizational Support

• Miscellaneous

  Detail of Key Job Responsibility Areas

  Administrative Support

• Manage calendars, perform complex scheduling, and coordinate appointments.

• Create and modify documents, correspondence, reports, memos, and emails as requested.

• Provides clerical support including but not limited to printing, mailing, scanning, faxing, preparing, and sending meeting materials, electronic and physical filing.

• Manage expense reports, procurement, and reimbursement processes.

• Reconcile invoices.

• Prepare materials for upcoming meetings as requested.

• Coordinates the completion of contract and document signatures that flow through the executive’s offices.

• Manages external communications as requested.

• Maintain confidentiality and use professional discretion in handling confidential information and documents, including personal, financial and other sensitive information.

• Maintain positive working relationships internally and externally.

• Coordinate and complete room prep for meetings as requested.

• Run errands including food pickups as requested.

  Project Assistance

• Provide assistance to department projects including but not limited to monitoring timelines, deadlines, and deliverables, and assists with gathering documentation as needed.

• Assist in preparing presentations, including but not limited to power point presentation, spreadsheets, and reports.

• Coordinate meetings and conferences as requested.

  Data and Information Management

• Handle confidential and sensitive information with discretion and professionalism.

• Maintain accurate and up-to-date data related to position responsibilities.

• Assist in generating reports and analysis to support decision-making.

• Assist with data input to electronic systems.

  General Organizational Support

• As part of the executive support team:

• Participate in the daily coverage of reception, following reception security protocols.

• Provide backup coverage to incoming and outgoing mail as requested.

• Assist the Sr. Executive Assistant/Board Liaison as requested, including but not limited to Board and Committee Meeting support, other visitor meetings or events, leadership meetings, etc.

• Participate in staff meeting support or other employee events as requested.

• Assist the President/Chief Executive Officer in the absence of the Sr. Executive Assistant/Board Liaison

  Miscellaneous

• Requires the ability and commitment to respect and support inclusiveness and diversity including but not limited to individuals of different backgrounds, cultures, races, ages, sexual orientations, gender identities or expressions, experiences, opinions, etc.

• Requires individual demonstration of commitment to the One Trillium values, behaviors and business impacts and modeling them in the organization.

• Responsible for maintaining confidentiality of all patient, client, employee, protected and proprietary information.

• Employees are accountable to meet the performance standards of their departments and must participate as requested in compliance audits, process improvement and quality improvement plans.

• Other specific duties as assigned.

  Qualifications

• Requires a minimum of a High School Diploma or equivalent plus ten years of administrative or operational support experience with a minimum of five years of experience supporting executive level positions that require a high level of confidentiality and the ability to manage multiple assignments; or College degree and five years of administrative support experience with a minimum of two years of experience supporting executive level positions that require a high level of confidentiality and the ability to manage multiple assignments.

• Requires strong computer skills and excellent proficiency in Microsoft 365, including but not limited to Outlook, Word, Excel, and Power Point, SharePoint. Experience with information management systems and finance expense systems helpful.

• Requires a positive attitude, critical thinking, exceptional organizational skills, the ability to multi-task and professionalism.

• Must be highly organized with strong attention to detail and have significant experience effectively managing your time and the time others.

• Must exhibit cultural sensitivity and be accustomed and comfortable with working in an inclusive and diverse environment.

  Competencies

• Demonstrate expert level communication (written and verbal) skills

• Flexibility and the ability to effectively collaborate

• Demonstrate initiative and autonomy but also be a team player

• Ability to positively interact with staff and external partners (at all levels) in a fast-paced environment, sometimes under pressure

• Ability to manage multiple, simultaneous, and occasionally complex projects to achieve desired results.

  Physical Requirements

  While performing the duties of this job the employee is required to stand, sit, walk, use hands to finger, handle, or feel; reach with hands and arms, talk and hear. Occasionally the employee must stoop, bend and lift or move up to 25 lbs. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

  In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position