Job description

Bradley Hospital is searching for an Executive Assistant. Under the supervision of a Lifespan Executive, performs secretarial and administrative support duties.

Bradley Hospital is a national center for research in child and adolescent psychiatry. It is an affiliate hospital of Lifespan, Rhode Island's largest healthcare system, and a teaching hospital for The Warren Alpert Medical School of Brown University.

Responsibilities:

• Assist the Lifespan Executive at internal and external meetings as designated; provide them with such materials and oral briefings as needed for internal and external meetings.
• Administrative support to the Medical Staff Office to include, but not limited to maintenance of OPPE/FPPE files and components, medical staff meeting agenda/minutes/preparation, etc.
• Maintain Outlook calendars in systematic, timely, and efficient manner.
• Schedule meeting as requested in timely manner, prepare agendas and supporting documents for distribution, arrange rooms/refreshments/IT as needed. Type and distribute minutes and maintain copies as required for each meeting and/or committee.
• Assist in preparing complex administrative reports, statements, or rosters, perform difficult information/data gathering, complex calculations, and draft related materials; prepare special reports/analyses for review by Lifespan Executive.
• Interview/welcome visitors to the office of the Lifespan Executive; handle specific problems or requests within scope of authority. Open, sort, and distribute all mail addressed to the Lifespan Executive.
• Maintain accurate and orderly files of all office correspondence, maintain confidential and personal files.
• Perform a wide variety of typing duties and/or transcription including, but not limited to correspondence, reports, memoranda, and prepares forms, tables, charts, presentations, and schedules.
• Research, fact-find, and assemble initial materials and data for various projects as requested.
• Prepare payroll for approval.
• May perform specialized functions pertaining to division or department operations including bulk purchasing of supplies and materials and requisitions for regular office supplies. May have authority to sign for purchases within specified limits.
• Maintain Administrative Manuals (i.e., typing, revision, assembly, maintenance, and distribution of new policies, procedures, manuals, and/or files) for the executive. Support accurate and timely posting of hospital policies.
• Perform other duties as required and requested to provide optimal benefit to the office, Executives, and Hospital.

Requirements/Experience:

• Equivalent to completion of an Associate Degree in Secretarial Science or a Bachelor’s degree. OR Accredited secretarial/business school certification with advanced courses in liberal arts or some college background with advanced business courses.
• Comprehensive knowledge of Microsoft Office Suite programs with skillfulness with Microsoft Office, Outlook, PowerPoint, and Excel.
• Five years progressively responsible secretarial experience.

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.

Job Type: Full-time

Work Location: One location

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