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Executive Assistant in Austin, Texas, US at TeamHealth

Date Posted: 7/11/2019

Job Snapshot

Job Description

POSITION OVERVIEW:

The Austin, Texas Office Executive Assistant is responsible for providing administrative support to leadership, staff, and acts as the first point of contact for the office. This individual would have the opportunity to utilize a broad range of skills & participate in a wide variety of client service support. Should be energetic, professional, capable of working autonomously, and have strong prioritization skills. Excellent interpersonal skills and a professional demeanor with the ability to interact with executive management is necessary. Organizational skills should be top notch with the capability of managing up to five executives at times. Capability to manage multiple assignments with proficiency and accuracy will be pertinent to this position. Computer skills should include Word, Advanced Excel, PowerPoint, and Visio. Adaptability to learn new software quickly is preferred. Strong proficiency with spreadsheets, tables, and graphs is required; expertise in this area is a plus. Minimum 3 years administrative experience. Healthcare related administrative experience a plus.

ESSENTIAL RESPONSIBILITIES:

  1. Assists with maintenance of calendars, coordination of appointments, meetings and conference calls for administrative leaders and providers as needed.
  2. Serves as a contact point including answering and receiving phone calls, sorting and directing incoming/outgoing correspondence, interacting and communicating with other departments, business units, managers, officers, physicians, Medical Directors, and representatives from client hospitals.
  3. Performs routine clerical work (memos, letters, etc.) copying, faxing, etc.
  4. Picks up and distributes incoming mail, and post outgoing mail on a daily basis.
  5. Check for faxes throughout the day and distributes or follow-up as necessary.
  6. Assists with data entry into TeamHealth Clients for Life, Goals Management System, Facility Medical Director Daily log, and other programs as directed.
  7. Make sure all copiers/faxes are supplied with paper, especially for weekends and holidays.
  8. Manages expense reports and timesheets.
  9. Coordinates, arranges, performs special projects, events, or services as directed.
  10. Coordinates set-up of meeting rooms and catering needs as directed.
  11. Inventories and orders supplies for the office.
  12. Ensures office is kept neat and orderly and kitchen is well stocked with supplies.
  13. Prepares meeting rooms for recurring meetings to include room set up, coordination of supplies, ensuring appropriate technical support, and ordering of food/beverage as indicated.
  14. Distributes TeamHealth information to Physicians and Advanced Practice Clinicians as directed.
  15. Coordinates with TeamHealth Corporate Travel office for travel arrangements and accommodations.
  16. Assists with expense reimbursement process.
  17. Updates internal and external rosters/meetings monthly or as needed.
  18. Prepares Goal Progress Meeting for local facilities and for divisions to include the slide deck
  19. Plans and assists the Austin Market New Provider Orientation
  20. Completes other tasks as assigned.

TEAMWORK:

Participates as a professional, responsible, cooperative administrative team member.

 

Job Requirements

JOB QUALIFICATIONS:

  • Any combination of education and experience that would demonstrate a high level of proficiency and advanced understanding of administrative skills.
  • High School diploma, prefer some college education and a minimum of 3 years administrative experience
  • Excellent organizational skills
  • Ability to handle multiple tasks with proficiency and accuracy
  • Types at least 50 words per minute
  • Excellent interpersonal skills
  • Excellent communication skills (verbal and written)
  • Good computer skills/previous word processing experience.
  • Must be proficient in Microsoft Word, Advanced Excel, Power Point, and Visio
  • Professional telephone voice and appearance
  • Ability to adapt to a variety of new situations and change
  • Ability to communicate effectively with physicians and APCs

PHYSICAL / ENVIRONMENTAL DEMANDS:

  1. Job performed in a well-lighted, modern office setting;
  2. Occasional standing/bending;
  3. Occasional lifting/carrying (25 lbs or less);
  4. Moderate stress;
  5. Prolonged sitting;
  6. Prolonged work on a PC/Computer;
  7. Careful, precise, and organized work habits.

 Cooperative, positive, courteous and professional behavior and conduct is an essential function of every position. All employees must be able to work with others beyond giving and receiving instructions. This includes getting along with coworkers, peers and management without exhibiting behavior extremes. Job functions may require personal leadership skills such as conflict resolution, negotiating, instructing, persuading, speaking with others as well as responding appropriately to job performance feedback from the Supervisor. Additionally, the information contained in this job description has been designated to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.