POSITION SUMMARY: The Executive Assistant is responsible for the administrative support functions related to the duties of the Chief Executive Officer (CEO). This position is also responsible for providing assistance to all other administrative officers and their assistants in a collaborative effort. The position is also responsible for special assignments and projects. The Executive Assistant position supports an organizational culture for Service Excellence and practices the Service Excellence standards to all customer groups.
Completes all duties with little or no supervision.
This person must be well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
Provides administrative support for the Chief Executive Officer (CEO) as well as other administrative executives as needed.
Maintain Outlook schedules for CEO, as well as other administrative executives as needed.
Responsible for calendar management which requires interaction with both internal and external executives and assistants to coordinate a variety of complex meetings.
Schedule and trouble shoot meetings and attendance for Administrative Board and Conference rooms.
Arrange travel schedule and reservations for CEO, as well as other administrative executives and employees as needed.This includes, but is not limited to air flights, hotels, restaurants, and even social events.
Track and submit documentation for travel reimbursement.
Copy and distribute travel requests with cover sheets to hospital employees after approval.
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Performs special projects and assignments to provide an integrated approach to all duties within the administrative and departmental services, and according to policy, procedure, regulations, and expectations.
Assist with data compilation for various projects and assignments, including creation of graphs, PowerPoint, and written presentations for CEO and other executives.
Scan, fax, and distribute documents on an as needed basis.
Prepare agendas and transcribe minutes for meetings as necessary.
Record minutes of Flash meetings, Med Executive meetings, and Governing Body meetings
Maintain hard copy of current Integrated Manual for administrative purposes.
Assists the administrative executives and their departments with clerical functions related to budgeting and monitoring of budgetary parameters.
Initiates procedures for payment of various monthly administrative invoices.
Maintains physical and virtual filing systems in an orderly fashion for efficient retrieval of information.
Greets visitors to Administration and directs/escorts them to appropriate area. Acts as a liaison between customers and the personnel in the administrative suite.
Communicate and handle incoming and outgoing electronic and written communications on behalf of the administration as needed.This includes scheduled monthly letters, special memorandums and letters, as well as composed communications on behalf of the executives. Take dictation and/or transcribe recorded dictation as needed.
Review and summarize reports and documents; prepare background documents and outgoing mail as necessary.
Communicate with outside clients and vendors
Help and support department level managers as needed.
Correspond with educational institutions and complete education affiliation contracts. Communicate with these schools regarding clinical education schedules.
Credentialing is the process of establishing the qualifications of licensed medical professionals and assessing their background and legitimacy.
This position fills in for other executive assistants as necessary.