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EXECUTIVE ASSISTANT

The Executive Assistant is responsible for efficient and effective operation for the office of the CEO, CFO, and other members of the Administrative Leadership Team as well as the and maintenance of all Administrative Department files, manuals, policies and procedures, and contracts. Coordinates schedules and records all administrative and Board level meetings.

Qualifications

  • Associate Degree required
  • Bachelor’s degree preferred in business administration or equivalent combination of education and experience
  • Certified Administration Professional (CAP) preferred
  • Must possess organizational skills and have excellent time management skills
  • Must be proficient in Word and Excel and have a fundamental experienced understanding of system processes

General Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the general knowledge, skill, and / or ability required:

  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to write routine reports and correspondence.
  • Ability to speak effectively before groups of customers or employees of organization.
  • 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.

Equipment, Tools, Materials

  • Calculator
  • General office materials/supplies
  • Telephone systems
  • Information systems
  • Fax, scanner, and copy machine

Security/Access

Will have access to confidential information and abides by the organization’s privacy policies and regulations concerning this information.

Essential Job Duties & Responsibilities

  1. Provides administrative support and coordinates the exchange of information to the CEO, CFO and other members of the Administrative Leadership Team.
  • Works closely with CEO in supporting progressive action plans regarding strategic planning, operational efforts including market share initiatives; coordinating local, regional and state level affiliation growth.
  • Prepares memorandums, prepares meeting agendas, takes and distribute meeting minutes, assembles and distributes meeting packets, and performs other clerical related responsibilities as requested by administration in an efficient and timely manner.
  • Coordinates meetings, luncheons, issues invitations, and accepts reservations for hospital events.
  • Assists with clerical support and project assistance, etc.
  • Processes correspondence and appropriately routes mail.
  • Handles all correspondence in a timely manner, according to professional standards.
  • Determines the appropriate reviewer/approver for internal documents and expedites the review and approval processes.
  • Maintains Policy and Procedures Manuals as requested.
  • Maintains department files and assures they are readily accessible.
  • Distributes policies and related materials to appropriate departments in a timely manner.
  • Schedules appointments for hospital personnel, visitors and affiliates with the Administrative Leadership team, maintains calendars and follow up action as necessary.

 

  1. Files current contracts and assures that appropriate actions are taken to have managers review them annually, or according to corporate policy regarding such contracts.
  • Ensures that contracts are renewed and signed as necessary.
  • Sustains Corporate Policy, standards and procedures including by-law.
  1. Schedules use of meeting rooms and maintains hospital-wide calendar of events.
  1. Schedules, coordinates and participates in all Director level compliance, policy and management meetings including Board of Directors.
  • Prepares and/or assists in preparation of agenda(s).
  • Records and transcribes meeting minutes and maintains a current and up to date minute book.
  1. Coordinates and manages all authorization items requiring CEO approval including policy, accounts payable, personnel actions services, contracts and those requiring secondary approval.
  • Authorizes and documents use of CEO credit card.

 

  1. Schedules and coordinates all Director level compliance, policy, and management meetings, routine and special called meetings, maintains calendar of such including Board of Directors.  
  • Notifies all committee members of meetings.
  • Schedules rooms and arranges seating and food service as needed.
  • Prepares and/or assists in preparation of agenda(s), minutes, handouts and presentations for all meetings.
  • Ensures all routine and follow up agenda items are completed, when appropriate.
  • Records, transcribes, and maintains meeting minutes.
  • Maintains up-to-date record of all committee proceedings.

 

  1. Provides essential duties during absence of Administrative Assistant.

 

  1. Performs other duties as assigned.

 

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Department: Administration
Reports To: Chief Executive Officer
FLSA Status: Non-Exempt
Base Wage: $18.01/hour (additional salary commensurate with education and experience)
Benefits: Health, Dental, Vision, Life, and Retirement offered with Employer Contribution. Additional Voluntary Benefits offered.