Executive Assistant | Physician Enterprise

If you are looking to make an impact on a meaningful scale, come join us as we embrace the Power of One!

We strive to be an employer of choice and establish a reputation for being a talent rich organization where Associates can grow their career caring for others. For over a century, we’ve served the health care needs of the people of Memphis and the Mid-South.

The Executive Assistant is responsible for performing a variety of administrative support functions for an assigned Vice President, Chief Medical Officer or Medical Chair as well as other department staff. Ensures the smooth and efficient operation of the office. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

Working at MLH means carrying the mission forward of caring for our community and impacting the lives of patients in every way through compassion, a deliberate focus on service expectations and a consistent thriving for excellence.

A Brief Overview

The Executive Assistant is responsible for performing a variety of administrative support functions for an assigned Vice President, Chief Medical Officer or Medical Chair as well as other department staff. Ensures the smooth and efficient operation of the office. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

What You Will Do

Performs a wide variety of administrative duties to support the work of the executive and staff. Answers the telephone and screens calls, processes incoming and outgoing mail, and forwards messages and correspondence to the appropriate staff. Prepares requisitions and orders supplies and equipment for the office; assures proper functioning of office equipment. Reviews mail of the executive and arranges essential mail in priority action order for the executive.

Assists executive in monitoring and controlling budget by maintaining expenses of office supplies, subscriptions, travel, etc. Maintains records on budget expenditures for assigned cost centers.

Proactively creates and maintains effective workflow and communications to accomplish the work of the office which includes the handling of a variety of projects and tasks simultaneously.

Acts as an administrative liaison for the executive and staff by making appropriate decisions in their absence.

Maintains confidentiality, tact and respect at all times.

Manages complex calendars, schedules and coordinates meetings and appointments and travel arrangements for the executive and staff.

Manages meeting materials and documentation, including agenda planning, note taking, synthesizing outcomes, and distribution of materials as well as follow-on action items.

Prepares and/or reviews, formats, and proofreads correspondence, reports, presentation materials, and other documents to ensure accuracy and completeness.

• Establishes and maintains efficient filing systems for departmental and confidential materials.
• Performs other job functions as requested or needed.

Education/Formal Training Requirements

Required - High School Diploma or Equivalent

Work Experience Requirements

Required - Progressive office administrative supporting senior leadership, directors or multiple managers 3-5 years

Knowledge, Skills and Abilities

Must be proficient in the Microsoft Office program (Word, Excel, PowerPoint, and Outlook) or programs as indicated in the specific function within the department.

Demonstrated interpersonal verbal and written communication skills including being proficient in spelling, punctuation, grammar, and other English language skills.

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.

• Ability to understand and compose moderately complex written materials.
• Ability to type at a moderately high speed (55-65 wpm).
• Ability to manage multiple tasks efficiently in a fast paced environment and ensure deadlines are met by prioritizing work flow.
• Ability to operate standard office equipment.
• Ability to handle confidential information with discretion.
• Demonstrated ability to take initiative, anticipate needs and determine urgent matters that require attention.

Supervision Provided by This Position

There are no supervisory or lead responsibilities assigned to this job.

Physical Demands

The physical activities of this position may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.

Must have good balance and coordination.

The physical requirements of this position are: light work - exerting up to 25 lbs. of force occasionally and/or up to 10 lbs. of force frequently.

The Associate is required to have close visual acuity to perform an activity, such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; or extensive reading.

The conditions to which the Associate will be subject in this position: The Associate is not substantially exposed to adverse environmental conditions; job functions are typically performed under conditions such as those found in general office or administrative work.

Occasional travel to other facilities is required.

Our Associates are passionate about what they do, the service they provide and the patients they serve. We value family, team and a Power of One culture that requires commitment to the highest standards of care and unity.

Boasting one of the South's largest medical centers, Memphis blends a friendly community, a thriving and growing downtown, and a low cost of living. We see each day as a new opportunity to make a difference in the lives of the people in our community.