GENERAL SUMMARY
Under general supervision of senior leadership, the Executive Secretary performs general secretarial duties for senior leadership personnel. Duties may require thorough knowledge of supervisor's areas of responsibility. Reports to a member of senior management. On occasion, position may involve hours outside of regular business hours.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Develops, implements, and maintains general, office, department and administrative information and data to enhance coordination of Executive / Director(s) and department functions.
Maintains accurate and up-to-date documents for ease of access and retrieval.
Maintains office supplies and office equipment.
Handles and distributes correspondence.
Answers phones, screens and refers calls.
Plans and implements Annual Pediatrics At The Zoo event.
Maintains administrative support for Tidewater Pediatrics.
Provides assistance in planning and implementing Departmental Monthly and Annual CME Conferences (such as Pediatric Grand Rounds and The Don Lewis Pediatric Update Conference).
Develops and maintains monthly departmental newsletters.
Works with EVMS Faculty Affairs to onboard all new faculty with regard to initial appointments and with all faculty undergoing academic promotion.
Arranges meeting rooms and luncheons for all Monthly Faculty Meetings.
Records meetings for all Faculty and Executive Committee (and subcommittee) meetings as needed.
Performs other duties as assigned.
LICENSES AND/OR CERTIFICATIONS
None required.
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS
Bachelor's degree in related field preferred.
Minimum of seven years of executive level secretarial experience.
Proficient in MS Office suite.
Interpersonal skills necessary in order to communicate effectively with callers and visitors and provide information requiring ordinary courtesy and tact.
Proven ability to effectively maintain alphabetic and/or numeric filing systems, organize work load, screen visitors and callers.
Ability to multi-task with attention to detail.
Excellent writing skills.
Ability to develop, interpret, and maintain departmental budgets.
WORKING CONDITIONS
Normal office environment with little exposure to excessive noise, dust, temperature and the like.
PHYSICAL REQUIREMENTS
Click here to view physical requirements. (https://www.chkd.org/uploadedFiles/Documents/Employees/Category%20A%20Jobs.pdf )
