Executive Assistant, Administration

Job Description

The Executive Assistant, Administration will support the Administrator, Executive Administrative Assistant and the Board of Governors. Duties include coordinating with the Executive Administrative Assistant for Medical Staff activities, managing calendars, making travel arrangements, attending meetings, composing minutes, and assisting with special projects. This role also includes answering questions, directing employees, visitors, and patient families, maintaining confidentiality, typing correspondence, acquiring signatures, attending Board meetings, coordinating meetings, ensuring accurate and timely report submissions, handling phone calls, initiating and maintaining filing systems, coordinating in-house meetings, and representing the Administrator and Board of Governors.

Board of Governors Activities

• Serves as primary backup to the Executive Administrative Assistant
• Typing correspondence and Board information for the Chairman of the Board
• Acquires the Chairman’s signature as needed
• Attends Board meetings and performs duties of Recording Secretary as needed
• Covers for the Executive Administrative Assistant in coordinating meetings and special activities for the Board of Governors

Agreements & Contracts

• Hospital lead for maintaining agreements and service contracts in coordination with Shriners Children’s Legal Department
• Ensures accurate and timely submission of a variety of monthly and yearly administrative reports

Verbal and Written Communications

• Answers incoming phone calls courteously, dispatching calls as appropriate, and taking accurate message information
• Initiates and maintains filing systems allowing for easy document retrieval

Meeting Planning

• Coordinates in-house meetings as requested
• Maintains a calendar of available meeting space and answers requests for use of such, in-house and out-of-house

Community Relations

• Assists with special events as directed
• Coordinates group visits and conducts tours upon request
• Represents the Administrator and Board of Governors appropriately to internal and external parties

Required Qualifications

• 4 years of administrative assistant experience within healthcare
• 5 years of MS Office experience
• 5 years of related writing/editing skills
• High School Diploma/GED
• PREFERRED: Associate’s or Bachelor's Degree
• Knowledge of medical terminology

Preferred Qualifications

• Associate’s or Bachelor's Degree

Compensation

Compensation is determined based on years of relevant experience and departmental equity.