The Executive Assistant is responsible for coordinating the activities of the CEO's office in addition to other Senior Management team members and their interaction with staff, trustees and the public.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Conducts executive duties as directed to assist CEO in all phases of management.
Coordinates and maintains calendar; schedules appointments and meetings and provides appropriate communication regarding same for CEO and the Administration office.
Investigates and performs research projects utilizing current stored data, inserts additional data on file records, prepares reports and maintains current files and computer data systems.
Coordinates schedules and arranges meetings; maintains master schedule for, and ensures preparation of, meeting rooms.
Composes and prepares routine correspondence, transcribes written notes (policies & procedure revisions, department projects, contracts, etc.) on computer.
Receives and directs visitors and telephone calls; opens, sorts, and determines appropriate distribution of incoming mail.
Retrieves, collects, prepares, copies, and distributes written and other materials for appropriate personnel upon request.
Records and transcribes minutes of committee meetings as assigned (safety, department manager, construction, Medical Staff, Welia Health Board meetings, etc.).
Operates office equipment.
Orders, receives and maintains office supplies.
Supports the policies and procedures of the organization and the standards of the Joint Commission as required for full accreditation.
Helps with the planning of Hospital Week and Volunteer Luncheon.
Coordinates monthly mailing of hospital board packets –prepares agenda, sends out notices, works directly with hospital board members. Responsible for putting together board items and correspondence for monthly board meeting.
Works with other Executive team members.
Assist with implementation of M-files for contract review and policies and procedures.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. The employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by the supervisor.
This job has no supervisory responsibilities.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
3+ years of experience supporting administrative functions at the executive level. Ability to work independently and collaboratively in a fast-paced professional environment while observing strict confidentiality. Proficient computer skills including all Microsoft applications, internet services and data base programs. Demonstrates a high level of integrity, professionalism, organizational and time management skills.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports, meeting minutes, and correspondence. Ability to speak effectively before groups of customers or employees of organization, demonstrating strong and effective public relations/customer service skills.
Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Attention to detail and accuracy. Multi-task oriented and ability to prioritize. Ability to maintain focus while working under time constraints and with interruptions, and a high commitment to professionalism and confidentiality.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand and sit. The employee is occasionally required to walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and ability to adjust focus.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate. The responsibilities in the job description are representative of a Class III position as described by OSHA.