Executive Assistant

Summary:

Under the general supervision of the VP of Compliance and

Internal Audit the Executive Assistant performs a variety of secretarial and

administrative support services for the department.

Responsibilities:

Schedules meetings as requested; types agendas and

supporting documents; compiles agendas related materials and distributes to

meeting members; arranges for rooms and refreshments. Maintains attendance

records. Types and distributes minutes and maintains copies for each committee.

Assists in preparing complex administrative reports

statements or rosters performs data and/or information gathering related to

budget expenditures department physical inventory annual budget submission;

prepares special reports/analyses for review by a Lifespan Executive.

Interviews visitors to the office of the Lifespan Executive;

handles specific problems or requests within scope of authority. Opens sorts

and distributes all mail addressed to the department.

Maintains appointment schedule for Vice President and

Department Directors including: arranges for meetings and conferences. Books

and makes reservations for travel and lodging accommodations as necessary for

seminars and conferences.

Maintains accurate and orderly files of all office

correspondence maintains confidential and personal files. This includes

correspondence with government agencies and/or outside consultants and

attorneys.

Assists in working with outside vendors such as the selected

Internal Audit vendor to secure work space and assist with meeting scheduling

and logistics.

Performs a wide variety of Microsoft office program work

including typing preparing PowerPoint presentations forms tables charts

records statistical tables and schedules.

Researches fact finds and assembles initial materials and

data for various projects as requested.

Receives complaints. Researches issues to point of

resolution or referral to department heads.

Prepares payroll for approval.

May perform specialized functions pertaining to division or

department operations including bulk purchasing of supplies and materials and

requisitioning regular office supplies.

Resolves workplace issues pertaining to Property Management.

Tracks budget related expenses for department researches

variances and completes budget related forms.

Participates in departmental team building exercises.

Reviews correspondence memoranda and routine reports

prepared by others for executive�s signature; checks format typographical

accuracy compliance with procedural instructions and ensures that necessary

background material is attached.

May requisition regularly used office supplies with

authority to sign for purchases within specified limits.

Maintains quality assurance safety environmental and

infection control in accordance with established system policies procedures

and objectives.

Performs other related duties as required.

Other information:

Five years progressively responsible secretarial experience.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

Work is performed in a typical office environment requiring

extended periods of sitting walking and/or standing.

INDEPENDENT ACTION:

Functions independently within broad scope of department

policies and procedures; refer specific problems to Executive only where

clarification or exception may be required.

Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status. Lifespan is a VEVRAA Federal Contractor.

Location: Corporate Headquarters USA:RI:Providence

Work Type: Full Time

Shift: Shift 1

Union: Non-Union