Senior Executive Assistant

Current Saint Francis Employees - Please click HERE to login and apply. Full Time Days This role follows a standard Monday-Friday schedule from 8:00am-5:00pm, with some evenings and weekends required based on business needs. The position is fully onsite and requires an in-person presence; remote work is not available.

Job Summary:

Performs administrative duties for assigned executive(s) who are either part of C-Suite or Presidents of respective hospital. Draft agendas, letters, PowerPoints, and other documents as needed to ensure executive is maximize their time and focus on executive functions. Manage schedules, appointments, meetings, conference calls, and virtual meetings. Work requires analysis, use of initiative and independent judgment, with access to confidential and highly complex information. Person in this position is knowledgeable of corporate policy, understanding the needs of the organization and anticipate the needs and actions needed of the executive. In short, the Senior Executive Assistant serves as an extension of the executive.

Minimum Education:

High School Diploma or GED. Advanced education, such as an associate's degree in a related field, is preferred. Licensure, Registration and/or

Certification:

None.

Work Experience:

5+ years of professional experience with progressive responsibility in providing executive level support in a professional office setting.

Knowledge, Skills and Abilities:

Proven ability to work professionally with executive level management, both within the company and other organizations. Ability to work with people at diverse levels within the organization. Ability to facilitate timely resolution of sensitive business issues. Efficient in Microsoft Word, Excel, PowerPoint and Outlook. Proficient with office machines and equipment. Ability to be Independent, self-starter with little or no direction and make decisions when appropriate. Excellent telephone skills and strong interpersonal communication skills. Ability to multi-task with minimum instruction and follow-up and be flexible/adaptable to change. Highly organized and detail-oriented.

Essential Functions and Responsibilities:

Prepares reports, directives and highly confidential correspondence. Composes and edits correspondence, striving for accuracy, content and professionalism. Draft responses to letters for executive approval, while striving to develop the writing style of the executive, incorporating as much as possible. Meets deadlines as required. Assist in ensuring deadlines for regulatory matters are met by the executive. Facilitates interaction vertically and horizontally within the organization. Maintains and coordinates business/social events and departmental schedules. Consults, coordinates and prioritizes daily activities with the executive(s) in an effort to assist in time management, allowing for maximum preparation, efficiency and strategic focus by the executive. Coordinates and assist in the preparation of business meetings and social events, internal and external. Researches, compiles and documents essential data. Maintains department records, including highly confidential files. Prepares and tracks expense reports and various vendor payments. Coordinates and participates in departmental special projects. Takes initiative in providing customer service.

Decision Making:

Independent judgment in making decisions involving non-routine problems under general supervision.

Working Relationships:

Serves as a liaison between executive(s) and internal and external associates. Works directly with patients and/or internal/external customers, leaders and employees. Works with other healthcare professionals and staff. Interaction with Board of Directors and Trustees for the SFHS. Works with other healthcare professionals and staff.

Special Job Dimensions:

None.

Supplemental Information:

This document generally describes the essential functions of the job and the physical demands required to perform the job. This compilation of essential functions and physical demands is not all inclusive nor does it prohibit the assignment of additional duties. Administration Offices (Payroll Use) -

Yale Campus Location:

Tulsa, Oklahoma 74136 EOE Protected Veterans/Disability Saint Francis is a Catholic, not-for-profit Health system based in Tulsa, Oklahoma. We are the largest private employer in Eastern Oklahoma with over 12,000 employees, including 1,000 physicians. The health system is anchored by the 1,112-bed Saint Francis Hospital, the largest hospital in Oklahoma and the 11th largest in the nation. Our system also includes hospitals in south Tulsa, Muskogee and Vinita, as well as 110 Warren Clinic locations from Monkey Island to McAlester, northeastern Oklahoma's only children's hospital, a level IV neonatal intensive care unit, a 168-bed heart hospital, and Tulsa's leading trauma and emergency center.