Executive Assistant

• Benefits and Paid Days Off from Day One
• Student Loan Repayment Program
• Career Development
• Schedules meetings, prepares agendas, takes minutes and distributes material as necessary and/or requested.
• Distributes pre-meeting information such as agendas, handouts or booklets. Completes minutes within forty-eight (48) hours or two (2) business days for review.
• Facilitates written communication by grasping facts that are given verbally, in an outline form or by notes given. Performs research as necessary to include analysis of complex issues for the completion of documents. Ensures accuracy of documents in final form. Enables timely filing of copies for accuracy of administrative files.
• Supports senior executives with special projects while using judgment for the level of discretion and confidentiality needed.
• Reviews and updates board manuals on an annual basis.
• Responsible for all incoming and outgoing correspondence, ensuring appropriate follow-up, including drafting of response correspondence. Advises senior executives of mail requiring a response and/or important or urgent mail.
• Able to prepare, maintain and update spreadsheets, charts and/or graphs of information for presentations or tracking of information. Creates and distribute PDO reports, etc.
• Greets visitors, physicians and hospital staff in a courteous and professional manner.
• Serves as the primary individual responsible for incoming telephone calls. Independently handles routine calls in a courteous and prompt manner, routing to other departments when appropriate.
• Develops and maintains an organized filing and documentation tracking system to ensure timely retrieval of necessary information and/or appropriate tracking of time-related documents.
• Handles travel arrangements as requested. Completes expense reports as needed.
• Has the ability to handle multiple calendars to ensure the proper scheduling of meetings for personnel in the executive suite.
• Assists others with the ordering of office supplies and maintaining the office area.
• Performs other related duties as assigned.
• Demonstrates effective oral and written communication skills; maintains required level of confidentiality; interacts effectively with employees at all levels.
• Works with minimal supervision. Exercises initiative and judgment on a daily basis handling confidential information and privileged information. Decisions are made with and without guidance from a supervisor. Mature judgment is required in dealing with new and unexpected situations as they arise. Must have appropriate communication skills when dealing with Administrator management, physicians, staff patients and the public. This position requires the ability to multi-task and work well under pressure.
• Demonstrates a positive and helpful attitude in relationships with public, co-workers and others.
• Contributes to the operations and team effort by expressing ideas, as well as concerns, problems, and status of operations when necessary. Eliminates confusion and misunderstanding in delivering clear, concise, accurate and consistent messages in various modes of delivery. Establishes methods for receiving and understanding accurate information by repeating, questioning, and note taking.
• Responsibility for Legal Compliance and Confidential Information
• Understands and abides by confidentiality of all files, data, telephone conversations, etc. and sustains level of confidentiality by adhering to the ethics of the executive personnel. Handles confidential patient and sensitive information in accordance with HIPAA guidelines.

Qualifications

REQUIRED:

• Must possess excellent written, oral and computer skills in addition to good communication skills
• Driver’s license required.

Preferred

• Microsoft Office (Specially PowerPoint, Word, Excel and Outlook)
• Five to seven years of directly-related work experience, preferably in a health care setting
• AA degree in secretarial science or equivalent preferred

This facility is an equal opportunity employer and complies with federal, state and local anti-discrimination laws, regulations and ordinances. The salary range reflects the anticipated base pay range for this position. Individual compensation is determined based on skills, experience and other relevant factors within this pay range. The minimums and maximums for each position may vary based on geographical