We are seeking a detail-oriented and proactive individual to join our team at
National Jewish Health as an Executive Assistant. The role involves
preparing, proofreading, and editing various correspondence,
presentations, and reports. Responsibilities include developing and
evaluating administrative processes, managing executive calendars,
scheduling meetings, making travel arrangements, and organizing events.
The ideal candidate will have excellent communication skills, be able to
manage expense reports and invoices, screen telephone calls, and handle
inquiries effectively. Experience creating professional PowerPoint
presentations, data analysis, and report creation is required. This
position supports the Chief Medical Officer (CMO) and other leaders at
National Jewish Health, a renowned medical research and treatment center. If
you are organized, resourceful, and capable of handling various tasks,
we encourage you to apply for this rewarding opportunity within our dynamic
and innovative organization.
Essential Duties
Prepares, proofreads, and edits various types of correspondence,
presentation materials and reports.
Develops, implements and evaluates administrative work processes and
procedures; ensure compliance with policies; recommend process improvements.
Coordinates, Manages and Schedules access to executive. Coordinates the
executive calendar, schedules meetings, makes travel arrangements, and
organizes event planning. Creates meeting agendas, travel itineraries, and
expense vouchers. Communicates to the executive and other travelers the
institutional travel policies.
Prepares processes and tracks expense reports and invoices; manages
ordering, inventory and replacement of supplies and office equipment.
Receives and screens telephone calls, transmits detailed information,
answers questions, takes accurate messages, and keeps the executive
apprised of calls received during their absence. Resolves routine and complex
inquiries.
Takes action authorized during executive's absence and uses initiative and
judgment to see that matters requiring attention are referred to delegated
authority or handled in a manner so as to minimize effect of executive's
absence.
Performs special project assignments as directed. Researches issues and
formulates recommendations based upon assignments from the Executive.
Creates and edits professional quality power point presentations.
Gathers data, performs analysis and creates reports and spreadsheets as
directed for distribution to appropriate committees, boards or agencies.
Competencies
Adaptability: Maintaining effectiveness when experiencing major changes in
work responsibilities or environment; adjusting effectively to work within
new work structures, processes, requirements, or cultures.
Attention to Detail: Accomplishing tasks by considering all areas
involved, no matter how small; showing concern for all aspects of the
job; accurately checking processes and tasks; being watchful over a period
of time. Setting high standards of performance for self and others; assuming
responsibility and accountability for successfully completing assignments or
tasks; self-imposing standards of excellence rather than having standards
impos
Accountability: Accepts full responsibility for self and contribution as a
team member; displays honesty and truthfulness; confronts problems
quickly; displays a strong commitment to organizational success and inspires
others to commit to goals; demonstrates a commitment to National Jewish
Health.
Customer Focus: Ensuring that the customer perspective is a driving force
behind business decisions and activities; crafting and implementing service
practices that meet customers' and own organization's needs.
Informing and Communicating: Clearly conveying information and ideas through
a variety of media to individuals or groups in a manner that engages the
audience and helps them understand and retain the essage.
Initiative: Taking prompt action to accomplish objectives; taking action
to achieve goals beyond what is required; being proactive.
Managing Work and Time Project Management: Effectively managing one's time
and resources to ensure that work is completed efficiently. Effectively
manages project(s) by appropriately focusing attention on the critical few
priorities; effectively creates and executes against project timelines based
on priorities, resource availability, and other project requirements
(i.e., budget); effectively evaluates planned approaches, determines
feasibility, and makes adjustments when needed.
Supervisory or Managerial Responsibility: May lead the work of other
administrative staff.
Core Values
Be available to work as scheduled and report to work on time.
Be willing to accept supervision and work well with others.
Be well groomed, appropriately for your role and wear ID Badge visibly.
Be in compliance with all departmental and institutional policies, the
Employee Handbook, Code of Conduct and completes NetLearning by due date
annually.
Fosters an inclusive workplace where diversity and individual differences are
valued and leveraged to achieve the vision and mission of the institution.
Adheres to safe working practices and at all times follows all institutional
and departmental safety policies and procedures.
Wears appropriate PPE as outlined by the infection control policies and
procedures.
Demonstrates compliance with all state, federal and all other regulatory
agency requirements.
Minimum Qualifications
Education: Bachelor's degree required.
Work Experience: 4 years administrative experience required, executive
level experience preferred.
Special Training, Certification or Licensure: Extensive knowledge and