The Hospital & Healthsystem Association of Pennsylvania
Harrisburg, PA United States
Administrative and Support Services
Senior Administrative Assistant - Executive Office
Primary Objective of Position: provide administrative support to the Executive Office, including the President and CEO and the Chief Strategy Officer, act as back up to the Special Assistant to the President, and perform other duties as assigned.
Provide ongoing administrative and project support to include:
o Provide telephone coverage in the Executive Office; screen incoming calls and follow up as appropriate
o Open, date stamp, and distribute mail addressed to the Executive Office. Respond to routine requests or forward to appropriate staff for follow up.
o Prepare Presidents travel expense forms; process check requests and invoices; and copy, scan, file, and fax documents.
o Maintain calendars and schedule internal and external meetings.
o Handle travel arrangements, including ground and air transportation, overnight accommodations, and prepare itineraries.
o Receive and interact with incoming visitors.
Prepare and proof memos, correspondence, reports, and statistical tables in accordance with HAP style.
Send electronic communications from President as requested.
Assist in the preparation of meeting folders to include appropriate background information, meeting materials, and directions.
Handle meeting arrangement details for in-house meetings and luncheon meetings scheduled by the Executive Office, including the HAP Board of Directors. This includes reserving meeting rooms and audio-visual equipment, as well as food and beverage set up and clean up.
Distribute meeting notices for HAP Board of Directors. Track attendance and make overnight room reservations as requested.
Assist in compilation of meeting materials for the HAP Board of Directors and assist in uploading documents into Directors Desk.
Process and track board and committee expenses reimbursements.
Provides administrative support for the Southeast PA Regional Advisory Board, including maintaining board list in MMS, distributing meeting notices, tracking attendance, distributing meeting materials, and handling logistics for on-site meetings and conference calls.
Maintain various electronic lists for the HAP Board of Directors and invited guests, AHA Regional Policy Board Region 2; and State Hospital Association Executive Forum.
File documents and maintain comprehensive filing system applicable to the Executive Office.
Interact with the external stakeholders such as the General Assembly in support of the President & CEO.
Performs other duties as assigned.
EEO Employer/F/M/Veterans/Disabled are encouraged to apply.
Qualifications & Requirements Knowledge, Skills and Abilities:
Knowledge and proficiency of Microsoft office products, adobe software
Strong knowledge of proper grammar
Knowledge of how to operate general business equipment
Knowledge of AV equipment (LCD projectors and laptops)
Excellent communication skills in the English language -written, verbal and presentation
Excellent organizational skills
Excellent proofreading skills
Excellent customer service skills
Excellent typing/keyboarding skills
Excellent telephone skills
Ability to work well with others
Ability to work independently
Ability to manage multiple priorities
Ability to deal tactfully with all levels
Ability to maintain confidentiality
Experience, Education and Training:
Advanced secretarial training or administrative certification or Associates Degree in related field preferred.
Five years of secretarial experience in a high performance team environment
Shorthand or speedwriting as well as transcription skills are preferred.
Complete integrity in matters of confidentiality is mandatory
The Hospital and Healthsystem Association of Pennsylvania is a statewide trade and membership services organization. Its mission is to advocate for and provide services to Pennsylvania's hospitals and health systems as they strive to deliver safe, efficient quality health care to the patients and communities they serve.