Executive Secretary Job Description Healthcare

Current job title: Executive Secretary

Industry: Healthcare

Department: Administration Department

Years worked in this industry: 8

Years worked in this department: 2

Special training or attributes needed or helpful to get job in this industry (or specific department): High organization and flexibility is a top requirement. It is a very busy office and the ability to multitask is critical. Ability to prioritize and confidentiality is key.

Number of managers and/or staff supported: Two hospital executives.

Typical work hours: 7:30am to 4:00pm

Weekends or overtime hours: Overtime and weekends are not required. I only work overtime when the workload is significant. And the overtime is my choice. It is my responsibility to get the job done under the deadlines required.

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.):

Benefits (direct or indirect): My company has initiated “consumer based healthcare”. I do not subscribe to the benefits since I am covered under my husband’s program. Therefore, I am not qualified to answer.

Lingo you might hear in this industry:

A typical day on the job: I am the first to arrive in the office. I unlock all files, offices and conference room in my area, get the coffee brewing and generally prepare to begin the day. I usually review email for myself and the administrator first thing to troubleshoot any items for the day. Since I have total control of the administrator’s calendar, I prepare a daily packet of information which includes the schedule for the day and any agenda, meeting materials, background information or reference items needed for that day. I am constantly at the executives’ disposal to reach people on the phone, retrieve necessary documents, schedule appointments, make travel arrangements and any other assistance as requested. I am also available to visitors to the department, which could include directors, physicians or visitors and employees looking for assistance.

Positive things about being an administrative professional in this industry: Critical to the flow of work and communication in the office.
Involved in the decisions that are made each day.

Negative things about being an administrative professional in this industry:

We are sometimes underappreciated.
Sometimes taken for granted.
Sometimes given the menial tasks.

Type of workspace/office: cubicle (shared with one other admin)

Primary responsibilities as an administrative professional in this position:

Calendar coordination
Travel arrangements
Meeting coordination and minutes
Scheduling meetings
Filing

Top thing(s) incumbent admin would require of job applicants seeking to be her/his position replacement:

Project Coordination
Calendar Coordination
Meeting Coordination

Office machines or equipment operated regularly:

Computer
Printer/Fax
Multi-line Phones

Technology (hard) skills used regularly: Microsoft Office and email.

Critical soft skills: Good communication – because I am in constant touch with other departments, both within my building and the company executive office.

Pace of this position: Very fast paced.

Geographical region: Midwest U.S.