Children’s Hospital Colorado Hiring for Executive Assistant Job at Aurora, CO Full Time

Here, it’s different. Come join us.

Children’s Hospital Colorado has defined and delivered pediatric healthcare excellence for more than 100 years.

Here, the nation’s brightest nurses, physicians, scientists, researchers, therapists and care providers are creating the future of child health. With an optimist’s outlook, a trailblazing spirit and a celebrated history, we’re making new strides every day.

We’ve been Magnet-designated four times by the American Nurses Credentialing Center and are consistently recognized among the nation’s top 10 pediatric hospitals by U.S. News & World Report.

As a national leader in pediatric care, we serve children and families from all over the nation. Our System of Care includes four pediatric hospitals, 12 specialty care centers, 400+ outreach clinics and 7,000 healthcare professionals representing the full spectrum of pediatric care specialties.

We need your expertise.

A career at Children’s Colorado will challenge you, inspire you, and motivate you to make a difference in the life of a child. Here, it’s different. Do you have what it takes?

Department: Human Resources Administration
Hours per week: 40, eligible for benefits
Shift: M-W 8-5

The Executive Assistant provides administrative support to Children’s Hospital Colorado (CHCO) executive leaders. The Executive Assistant maintains the executive’s calendar, correspondence, files and gathers information and documents related to meetings, conferences, domestic and international travel and other arrangements. In addition, the Executive Assistant interfaces with board members, Chief Executive Officer (CEO), other executive leaders, department heads and CHCO team members.

This role will support 3 Executives.

POPULATION SPECIFIC CARE

• No direct patient care.

ESSENTIAL FUNCTIONS

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the functions which the employee may be expected to perform.

• Manages the executive’s calendar coordinating meetings, appointments, and travel while forecasting work requirements and balancing work time and meetings as appropriate; briefs executive of upcoming commitments and responsibilities as appropriate.
• Researches, prioritizes, prepares, and disseminates communications on the behalf of the executive to both internal and external stakeholders; serves as a liaison with stakeholders, composing and revising communication related materials and documents.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides administrative support, including preparations for highly confidential information and materials, to include: answering and directing phone calls, preparing agendas and meeting minutes, composing and editing written correspondence and documents, compiling information and preparing reports, and maintaining filing systems.
• Develops and maintains relationships with a variety of internal and external team members and executives.
• Compiles information and data, prepares reports, and responds to surveys on behalf of the executive and organization; prepares presentation materials and other deliverables.
• Participates in or leads special projects, by researching and analyzing issues and performing project management activities to ensure successful completion of work efforts. Maintains internal policies and procedures (both divisional and organizational), making recommendations for edits and changes as needed.
• Provides support for division financial processes and transactions including ordering, tracking and maintaining supplies and other inventory; and tracking and reporting expenses. Processes payroll and invoices, submits check requests and catering requests for divisional team members; approves p-card expenditures as appropriate.
• Serves as a lead for other divisional administrative team members by assigning and reviewing work and providing training as needed.
• By position, may also perform the following duties:
  • Coordinate the execution of strategic initiatives and projects on behalf of executives;
  • Work with leaders at all levels of the organization to gather, coordinate and disseminate information related to corporate planning activities, organizational communication plans and other key activities
  • Oversee management of executive calendars, travel and other administrative and operational support services performed by Executive Assistants;
  • Provide work instruction (on the job or formal training) and develop team member skills and abilities of other Executive Assistants;
  • Identify coverage solutions and address escalations
  • Lead development, maintenance and adherence to policies, procedures and best-practices in providing administrative and operational support to executives across the organization
  • Oversee the development and maintenance of the executive document management system, including document management, records storage and retention, document templates and the preparation/standardization of various corporate documents (e.g. meeting agendas, meeting minutes, presentations, goal plans, reports, etc.)

SCOPE AND LEVEL

Guidelines: Guidelines are generally numerous, well established, and directly applicable to the work assignment. Work assignment and desired results are explained by general oral or written instructions.

Complexity: Duties assigned are generally repetitive and restricted in scope but may be of substantial intricacy. Employee primarily applies standardized practices.

Decision Making: Decisions or recommendations on non-standardized situations are limited to relating organizational policies to specific cases. Brings non routine issues to supervisor. Problems that are not covered by guidelines or are without precedent are taken up with the supervisor.

Communications: Contacts with the public or employees where explanatory or interpretive information is exchanged, gathered, or presented and some degree of discretion and judgment are required within the parameters of the job function.

Supervision Received: Under normal supervision, within a standardized work situation, the employee performs duties common to the line of work without close supervision or detailed instruction. Work product is subject to continual review.

• Education: High School Diploma or equivalent is required.
• Experience: Minimum of five (5) years of experience providing administrative support to organizational senior leadership.
• Equivalency: A relevant Associate or higher degree may substitute for the required experience on a year-for-year basis.

Ability to Perform Essential Functions of the Job

• Audio-Visual: Hearing: Good
• Audio-Visual: Near Vision: Good
• General Activity: Sit: 4-6 hrs. per day
• Weight Lifted/Force Exerted: Up to 10 pounds: 1/3 or more of time

Work Environment

• Mental and Emotional Requirements: Independent discretion/decision making.
• Mental and Emotional Requirements: Makes decisions under pressure.
• Mental and Emotional Requirements: Manages stress appropriately.
• Mental and Emotional Requirements: Works with others effectively.

It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other status protected by law or regulation. Be aware that none of the questions are intended to imply illegal preferences or discrimination based on non-job-related information.

Salary Information

Annual Salary Range (Based on 40 hours worked per week): $57,466.23 to $86,199.34
Hourly Salary Range: $27.63 to $41.44

Benefits Information

As a Children’s Hospital Colorado team member, you will receive a competitive pay and benefits package designed to take care of your needs that includes base pay, incentives, paid time off, medical/dental/vision insurance, company provided life and disability insurance, 403b employer match (retirement savings), and a robust wellness program.