Current job title: Executive Secretary
Industry: long-term healthcare
(corporate headquarters)
Department: human resources/training
Years worked in this industry: 2
Years worked in this department: 2
Special training or attributes needed or helpful to
get job in this industry (or specific department): General
office skills and proficiency with MS Office applications were required,
but 22 years of administrative support experience, multi-tasking
abilities, and problem-solving skills helped land the position.
Number of
managers and/or staff supported: 14 directly
Typical work hours: 8 am 5 pm
Weekends or overtime hours: Usually 4 -
8 hours per month. Yes, paid overtime.
General salary range
(Note: This is a general figure or range provided by survey respondent and may
NOT be an exact salary in order to
give survey respondent some privacy. Also you must take into account that
the number of years worked in industry/department may contribute to this
salary as well as criteria such as level of position and person reports
to, required hours and geographical location.): approx. $32,000
Benefits (direct or indirect): Average.
Up to 20 days vacation per year based on tenure, 10 days sick leave
annually, medical/dental/short-term disability insurance, life insurance
paid by the company, 8 paid holidays, 401(k) plan with a limited matching
contribution, tuition reimbursement, wellness program, monthly associate
luncheons.
Lingo you might hear in this industry:
Skilled Nursing Facility (SNF): Skilled nursing care facilities provide
for all the needs of a resident up to and including total care. Residents
at this level may be recovering from a hospital stay and may need complete
personal care, rehab services, or oxygen assistance.
Assisted living: Residents in assisted-living facilities are alert with
some minor disability or physical limitation. They are able to take care
of most personal needs as well as manage their medications, versus those
in a skilled nursing center.
PPS (Prospective Payment System): The method of reimbursement in long-term
care which outlines the amount of payment to be given for different
diagnoses prior to delivery of services.
A typical day on the job:
8 8:15 am Meet with supervisor for calendar and project updates
establish to-do list for the day based on feedback
8:15 1 pm Work on reports, write newsletters, coordinate meetings and
training classes, prepare PowerPoint presentations and training materials,
schedule appointments for supervisor, answer & route phone calls respond
to and send emails, make travel arrangements, research online, send out
promotional and department publications
1 pm 2 pm Lunch
2 pm 5 pm Continue work of the morning, respond to various requests from
department and company associates throughout the day. Special projects, of
course, require designated meeting and project times.
Positive things about being an administrative
professional in this industry:
Variety of assignments make the work challenging and rewarding.
Constant changes in the industry necessitate continuing education,
ensuring that my skills are constantly updated.
Negative things about being an administrative
professional in this industry: Ive only been in one job in
healthcare so I cant compare my own job with others in the industry.
However, as a general administrative professional, I feel that all
industries fail to recognize the value of their admins to the company
regarding compensation and benefits.
Type of workspace/office:
Office.
Primary responsibilities as an administrative
professional in this position:
Assisting Senior VP with special projects and presentations requiring
analytical skills, judgment and detailed knowledge of department and/or
company policies, anticipating needs and possible situations, and
responding proactively
Ensuring my supervisor is fully prepared for all meetings and
presentations by anticipating, planning, researching and gathering data
and preparing materials, formal reports and presentations in an organized,
accurate and attractive format.
Managing Senior VPs calendar and arranging detailed travel itineraries
Coordinating programs, training classes, events and conferences by
arranging for facilities, speakers, caterers, issuing invitations and
coordinating supplies and equipment
Coordinating wellness and service recognition programs for corporate
associates
Top thing(s) incumbent admin would require of job
applicants seeking to be her/his position replacement:
Minimum education and experience: Some college-level office courses or
degree preferred must have prior administrative experience with
proficiency with Microsoft Office applications
Ability to work with senior leadership on projects and presentations
requiring analytical skills and judgment, and ability to anticipate and
respond proactively using excellent written and verbal communication
skills
Experience in planning and coordinating details of small to large events
Office machines or equipment operated regularly:
Personal computer, fax machine, copier, laser printers, multi-line
telephone
Technology (hard) skills used regularly:
Proficiency with Microsoft Office applications; operating presentation
projection equipment, DVD and VCR players, laptop computers; internet
search skills; write/design newsletters
Critical soft skills: Dependability,
good work habits, flexibility, organization skills, multi-tasking
abilities, initiative, able to anticipate needs and possible situations,
analytical skills, good communication skills. Working with senior
leadership of an organization of over 34,000 associates requires someone
who is able to respond proactively to sudden requests, special projects,
unexpected questions, and frequent changes in schedules, as well as
complete or delegate ongoing job responsibilities.
Pace of this position: Fast
Geographical region: Southeast U.S.
Karen Porter, The Administrative Professional Job Performance and Career Success Coach