General Summary:
The Administrative Assistant serves as the primary source of administrative and clerical support for an HCA Corporate Vice Presidents of Surgical Services, and a HCA Corporate Vice President of Burn, Value Base Enterprise Service Lines and associated teams. This person will be highly motivated, and might be interested in leveraging this position for future growth on this team or within HCA Healthcare. Responsibilities of this position include:
1. Efficient scheduling of meetings, appointments, conferences, etc.
2. Provide administrative support to all team members by assisting with expense management, travel arrangements, new-hire onboarding, AV/VC support, catering needs, and more
3. Effective communications with colleagues, staff, vendors, or the public in person, by telephone, or in writing; following up with designated department managers on the status of assigned projects, due dates, deadlines, etc.
4. Preparation of written correspondence which is appropriate to the purpose and structurally, syntactically and typographically correct
5. Management and simplification of the flow of documents handled by the assigned principals
6. Effective management of frequently-changing schedules and priorities
7. Partnering with other team members on special events and projects as needed
8. Host behavior for greeting and assisting off-site visitors when meeting with VPs
9. Willing to take on additional responsibilities as necessary or when applicable
Position Responsibilities:
Customer Service/Communication/Interpersonal Skills
· Strives to exceed expectations of internal and external customers: Corporate VP and Team, Division VPs and their admins, national field reps, and service line leaders as needed
· Demonstrates appropriate communication skills in all interactions
· Interacts with others in a spirit of teamwork and cooperation with high standards for quality work
· Anticipates and provides resolution to issues based on the needs and expectations of our customers
· Channels concerns appropriately through chain of command; deals with conflict appropriately, timely and privately
· Treats others with respect at all times; maintains a work environment free of harassment, hostility, threats or violence
Job Knowledge/Productivity/Initiative:
· Ability to manage multiple executes and team calendars.
· Completes position responsibilities by following established guidelines and protocols within the appropriate time frame
· Demonstrates a thorough knowledge of work practices/responsibilities/establishing priorities and roles
· Demonstrates self-direction, flexibility, professional development and willingness to master new skills
· Has the ability to accept and act upon suggestions for improved performance
· Completes all required orientation and annual updates as appropriate to demonstrate compliance with Ethics and Compliance Program, policies, directives and Code of Conduct training
· Performs complex administrative duties for VP + team including responding for executive when he/she is unavailable, composing correspondence, and coordinating resources across corporate functions
· Provides general administrative support for executives including typing, data entry, answering phones, making copies, scheduling meetings, handling travel arrangements and submitting expense reports
· Develops and implements office procedures needed to streamline processes and improve communications across two national teams
· Manages information effectively: identifies and prioritizes urgent requests and orders and reports to appropriate team members for additional assistance or interventions. Follows up on status of assigned projects, prepares minutes and correspondence in appropriate formats, reviews and distributes mail and messages in a timely manner
· Coordinates and oversees various projects as assigned
· Ensuring adequacy of office supplies and equipment
· Assists other staff as requested
Education and Experience:
· Highschool graduate /Equivalent
· Bachelors preferred
· 3 Years of experience preferred
Qualifications:
· Strong working knowledge of Microsoft Office
· Knowledge of Concur preferred