Executive Assistant

Position Summary

Under the general direction of the Senior Vice President and Chief Financial Officer, the Vice President of Finance, and the Vice President Revenue Cycle, perform a variety of secretarial and support duties. Embodies the Memorial Health System Performance Excellence Standards of Safety, Courtesy, Quality, and Efficiency that support our mission, vision and values.

Qualifications

• Education: High school graduate. Business/secretarial course work at the college or business school level desirable.
• Experience: Two to three years' executive secretarial experience and/or four to five years of general secretarial experience required.
• Other Knowledge/Skills/Abilities: Demonstrated ability to type a minimum of 60 wpm required. Proficiency in Microsoft Office software: Word, Excel, PowerPoint, Publisher and Outlook desirable. Excellent verbal and non-verbal communication skills and interpersonal relations skills. Light physical effort.

Responsibilities

• Maintain schedule and coordinate activities, including travel arrangements for the Senior Vice President and Chief Financial Officer, the Vice President of Finance, and the Vice President Revenue Cycle.
• Answer telephone for the above mentioned individuals and other executive office personnel when necessary.
• Provide answers to routine questions, obtain information when needed, direct calls to appropriate individual or department.
• Screens and distributes incoming mail.
• Greet visitors, ascertain nature of business and direct visitors to the proper executive or other appropriate individual.
• Compose and type routine correspondence and other documents.
• Maintain a filing system of correspondence and other documents.
• Type, copy, collate and distribute correspondence, reports, memos and related material according to deadlines set by CFO, Vice President of Finance, and Vice President Revenue Cycle.
• Maintain an adequate stock of supplies and fill out necessary forms to store, order or return merchandise.
• Coordinate the proper flow of MMC forms that require authorization for approval by Senior Vice President and Chief Financial Officer, the Vice President of Finance, and the Vice President Revenue Cycle.
• Prepare PowerPoint slides, agenda and any additional materials for the Finance and Audit Committee meeting and send out by e-mail to the Committee members.
• Attend the Finance and Audit Committee meetings, record minutes and transcribe them prior to the next day’s Board of Directors' Meeting.
• Prepare PowerPoint slides and narrative for monthly President’s Report adhering to set deadlines.
• Prepare PowerPoint slides for monthly Department Manager meetings, System Leadership meetings and any other meetings as needed.
• Aid CFO with planning Finance Retreats by obtaining meeting room, coordinating catering, preparing and distributing agenda, slides and any other necessary materials and equipment.
• Prepare and distribute post-retreat survey.
• As new employees join the Finance Department, schedule meetings with CFO, take their pictures and have them complete a staff biography form and new employee questionnaire.
• Prepare new employee flyer and distribute to staff.
• Review A/P checks, noting appropriate signatures in accordance with check signing resolutions and prepare for mailing and/or distribute in accordance with instructions noted.
• Support the Strengthen Our Future Steering Committee by preparing agenda, coordinating presentations and taking minutes at the meetings.
• Maintain files in support of the PNC Corporate credit card including additions, cancellations and processing monthly billing.
• Maintain Memorial Health System insurance coverages and claims experience under the direction of the CFO.
• Coverage and maintain necessary files in support of claims against System business automobile insurance coverage.
• Coverage and maintain necessary files in support of claims against System business automobile insurance coverage.
• Coverage and maintain necessary files in support of claims against System business automobile insurance coverage.
• Coverage and maintain necessary files in support of claims against System business automobile insurance coverage.
• Coordinate monthly meetings of the Vice President of Finance and Vice President Revenue Cycle directors and managers and the Finance Leadership team.
• Prepare and distribute agendas and materials for the same.
• Communicate with appropriate insurance carrier regarding external requests for “certificates of insurance”.
• On an annual basis, in conjunction with Risk Management, coordinate the completion of all requirements necessary to secure renewal quotes for all System insurance coverages.
• Seek assistance from CFO and Vice President of Finance as needed to ensure all forms, etc. are accurately completed.
• Process reimbursement requests from Insurance Reserve and Workers’ Compensation Trusts for settlements paid by Memorial Medical Center.
• Prepare annual self-insurer’s privilege renewal and quarterly rate assessment form for self-insured entities to conform to requirements of the Illinois Industrial Commission.
• Maintain strict confidentiality concerning all correspondence and job related activities.
• Adhere to the department's dress code at all times.
• Promote the Statement of Values and the Personal Performance Behavioral Standards at all times.