Executive Assistant to COO

Status: Full Time 80 Hours

Shift: Days

SALARY RANGE: 55,848.00 – 87,880.00YEARLY

General Summary

The Executive Assistant will provide executive level support to the Senior Vice President/Chief Operating Officer (COO) of Bayhealth Medical Center, Inc. The primary responsibilities of this role are to maintain the COO’s schedule and to provide comprehensive support, including serving as a key point of contact for internal and external constituencies. The Executive Assistant will be proactive and anticipatory in approach, possess excellent judgement in a variety of situations, demonstrate superior written and verbal communication skills, have a high attention to detail and demonstrate the ability to balance multiple priorities. The Executive Assistant must always have the ability to maintain confidentiality and discretion.

Responsibilities

• Supports the Sr. VP/COO, enabling him/her to be highly effective in executing the COO role by assisting with special projects, maintaining an accurate and detailed calendar, organize and/or attend meetings as directed. Transcribe meetings as needed.
• Design and produce various documents including reports, presentations, and correspondences. Compile monthly COO reports for BMC Board report. Proofread and edit printed and electronic materials as directed.
• Develops and maintains strong working relationships with COO’s direct reports and their executive assistants by monitoring and tracking deadlines and deliverables for operational projects and strategic initiatives.
• Serves as the primary point of initial contact on matters pertaining to the COO and escalate relevant information as needed.
• Complete travel arrangements, track and reconcile credit care statements, and complete/submit expense & mileage reports in a timely manner.
• Supervises the Front Desk Executive Assistant. Following Bayhealth policy, conduct annual performance appraisal by meeting deadlines and provide ongoing coaching and feedback.
• Serve as the principal source for assigning work to Front Desk Executive Assistant. Orient, train, and oversee position in a variety of administrative tasks. May periodically participate in peer interviews and/or provide feedback on performance appraisals as required.
• Effectively handle Cancer Institute Board of Directors related activities and communications with a high degree of professionalism, accuracy and confidentiality.
• Act as the liaison and provide support to the Cancer Institute Board of Directors. Arrange and handle all logistics for Board meetings and events: Schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations in bylaws regarding Board matters.
• Assist COO in physician and other staff contracting processes by using the Risk Management contract system assuring new contracts are developed and completed, meeting all contract renewal deadlines; assures no contract expires before re-negotiation.
• Assist in contract processes assuring timely and accurate completion of all contracts as directed. Types all contracts accurately and completely; makes appropriate edits as directed.
• Circulates copies of contracts as necessary and follows-up with all parties assuring all questions are answered and deadlines are met.
• All other duties as assigned within the scope and range of job responsibilities.

Required Education, Credential(s) and Experience:

• Education: Associate Degree
• Business Administration
• Eight years of demonstrated administrative experience may be substituted for the Associates degree.
• Credential(s):
• Experience: Required: Five years administrative assistant experience supporting executive office. Preferred: Three years of administrative assistant experience in a health care organization. Prior C-Level Executive Management experience.

Preferred Education, Credential(s) and Experience:

• Education: Bachelor Degree Bachelor Degree Business Administration Related field Eight years of demonstrated administrative experience may be substituted for the Associates degree.
• Credential(s):
• Experience:

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