Executive Secretary

Employment Type:

Full time

Shift:

Day Shift

Description:

At Loyola, we know you're more than your job. We see you and all your potential. That's why we invest in our people. Flexible scheduling, tuition reimbursement and day one benefits… at Loyola, what's important to you, is important to us. Join our family.

• Benefits from Day One

• Daily Pay

• Career Development

• Tuition Reimbursement

• Referral Rewards

The Executive Secretary provides comprehensive administrative and secretarial support to the Radiology Department, demonstrating a high level of discretion, judgment, and professionalism. This role demands the ability to work independently, efficiently prioritizing tasks as delegated by the Department Administrator. The Executive Secretary will be a key support to the Department Chair, Regional Director, and Department Administrator, ensuring the seamless and effective operation of the Radiology Department.

As the face of the Radiology Department, the Executive Secretary will engage with various levels of leadership, fostering positive relationships and maintaining open lines of communication. This role is integral to the department's success, requiring a proactive approach to managing executive schedules, coordinating meetings, and handling sensitive information with the utmost confidentiality. The ideal candidate will excel in a dynamic environment, adeptly balancing multiple responsibilities while consistently delivering high-quality results.

Duties & Responsibilities:

Administrative Support:

• Answer and screen phone calls, take messages, and direct callers appropriately.

• Attend meetings as requested; prepare necessary documents, transcribe, and distribute meeting minutes.

• Maintain executives' calendars, including scheduling meetings, arranging appointments, and coordinating travel arrangements.

• Perform data entry and compile data for report preparation.

Communication:

• Compose effective correspondence, announcements, training materials, and other written documents.

Record Keeping, Projects & Event Planning:

• Create and maintain an accurate filing system and records of departmental activities, projects, and physician files.

• Provide support for special projects, summarizing and compiling findings in written reports, spreadsheets, graphs, or other appropriate formats.

• Plan and execute both on-site and off-site events using a variety of resources.

Budget, Inventories & Equipment:

• Assist with the preparation of check requisitions, purchase requisitions, and expense reports.

• Track professional development expenses.

• Order office supplies and submit work orders for department maintenance.

Training/Mentoring/Additional:

• Act as a mentor and trainer to junior-level support staff.

• Serve as backup support to secretarial colleagues.

• Perform additional duties as delegated by the Department Administrator.

Education/Experience Required

Minimum Education:

Required: High School Diploma plus training acquired through work experience or education

Preferred: Administrative or technical background acquired through completion of 2-3 years of college

Minimum Experience:

Required: 6-10 years of previous job-related experience

Preferred: 10 + years of previous job-related experience

Computer Skills:

Required:

• Microsoft Office

Preferred:

• Kronos

• Lawson

Typing Words Per Minute: 50 wpm

Required Skills:

Ability to communicate verbally

Ability to compose letters and memorandums

Our Commitment to Diversity and Inclusion

Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.