Administrative Assistant - C Suite - Cobb Hospital

How would you like to work in a place where your contributions and ideas are valued? A place where you can serve with compassion, pursue excellence and honor every voice? At Wellstar, our mission is simple, yet powerful: to enhance the health and well-being of every person we serve. We are proud to have become a shining example of what's possible when the brightest professionals dedicate themselves to making a difference in the healthcare industry, and in people's lives.

About the Role

The Administrative Assistant for the CNO of Cobb Hospital performs complex administrative and clerical duties for the Vice Presidents of the system, including collecting, consolidating, and distributing department statistical data, preparing documents for presentation, faxing and receiving documents, and ordering and maintaining records of purchase. Maintains all office files including policy and procedures. Assists with department budget preparation and distribution and various staffing reports. Attends monthly management and staff meetings and records and distributes minutes. Assists in other operational duties such as meeting scheduling, routing phone calls and communication, and ordering supplies. The Administrative Assistant III independently performs job functions and maintains information of a confidential nature.

Responsibilities

• Provide executive leader (VP) support including managing schedules, job duties, and providing reminders about upcoming events.
• Efficiently manage, organize, plan, schedule, coordinate, and maintain information for the leader.
• Assist with developing presentations and meeting materials.
• Set up a system for organizing workflow including filing, incoming and outgoing mail and correspondence, to-do lists, and emails.
• Purchase items and process invoices while adhering to budgetary constraints.
• Manage calendars and complex scheduling arrangements involving multiple parties, ensuring no double bookings.
• Maintain a list of all frequent contacts.
• Coordinate meetings related to the executive/leader supported with administrative staff, physicians, and outside associations.
• Schedule meetings, prepare meeting materials (send reminders, packets, set up equipment, take minutes).
• Keep office supplied, manage office logistics, and handle procurement/fulfillment.
• Proactively project cross-coverage in the event other assistants are absent or attending meetings.
• Represent the leadership and the hospital in a highly professional manner, including professional attire.
• Ensure quality customer service.
• Support special projects with administrative functions.
• Track both simple and complex metrics and measurements defined by committee and cabinet members.
• Communicate project and event timelines and deadlines.
• Track and distribute project progress including milestones.
• Attend and take minutes during committee meetings.
• Respond to requests for assistance from cabinet and committee team members in a timely manner utilizing excellent organization and follow-through skills.
• Perform other duties as assigned.
• Comply with all Wellstar Health System policies, standards of work, and code of conduct.

Requirements

• High School Diploma or GED (General or Bachelor's in Accounting preferred).
• Minimum 2 years of college or equivalent work experience required.
• Minimum 5 years of experience as a project or administrative assistant required.
• Minimum 2 years of experience in a healthcare setting preferred.
• Considerable desktop experience with extremely strong skills in Word, Excel, PowerPoint, and other Microsoft tools required.
• Very strong organizational and communication skills, both written and verbal.
• Ability to interface with leaders, physicians, and staff from a service excellence perspective.

Skills

• Self-directed, demonstrated ability to work autonomously and prioritize multiple assignments with little supervision.
• Exceptional skills with follow-through and attention to detail.
• Ability to work collaboratively with and through other people.
• Confident and accomplished in multitasking and prioritizing.
• Efficiently work collaboratively with a broad team of professional, clinical, and non-clinical staff.

Join us and discover the support to do more meaningful work—and enjoy a more rewarding life. Connect with the most integrated health system in Georgia, and start a future that gives you more.