Job Description

Executive Operations Assistant | Tulsa, OK 

Monday-Friday 8:00-5:00 | Direct Hire | $65,000-$75,000

JOB DESCRIPTION:

The Executive Operations Assistant is responsible for managing various project requirements, as well as performing administrative support duties including clerical, receptionist, scheduling and purchasing activities for the President (25% clerical 75% project management). This position is ideally suited for someone in an entry level healthcare role looking to progress their administrative healthcare career, possibly in conjunction with a graduate degree in healthcare administration. Significant attention to detail is required. Additional requirements include the ability to coordinate large group meetings and be proficient in various software packages. This individual must have excellent interpersonal skills, be able to handle multiple tasks and coordinate multiple requests while maintaining a positive customer service approach in a fast-paced setting.

Key Responsibilities:

Clerical Duties

• Demonstrates knowledge of specific clerical activities in support of the President and the Board of Trustees.
• Responsible for the President’s calendar regarding all requests for appointments, coordinating schedules, invitees, locations. 
• Will generate communications on behalf of the President. Strong writing skills are required. 
• Generates correspondence, agendas and meeting minutes for all Trust/Medical Authority meetings and certain Trust/Medical Authority committee meetings as required.
• Demonstrates initiative in fulfilling job duties, exercising critical thinking to ensure the work is done in the most efficient and expedient way possible.

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* Provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

* Manage and maintain executives' schedules.

* Make travel arrangements for executives.

* Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

* Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

* Answer phone calls and direct calls to appropriate parties or take messages.

* Prepare responses to correspondence containing routine inquiries.

* Open, sort, and distribute incoming correspondence, including faxes and email.

* Greet visitors and determine whether they should be given access to specific individuals.

* Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

* Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

* Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

* Attend meetings to record minutes.

* Process payroll information.

* Interpret administrative and operating policies and procedures for employees.

* Set up and oversee administrative policies and procedures for offices or organizations.

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