Executive Assistant

About the Role

The Executive Assistant provides support to the Executive and Leadership Team at Rimrock, including handling all information requests, conducting research, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This position offers executive support in a one-on-one working relationship with the CEO and COO.

Work requires the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will work independently on projects from conception to completion and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion. Additionally, this role manages and maintains general office supplies for the main facility and ensures adherence to state statutes, CARF standards, and federal regulations including HIPAA and 42 CFR Part 2.

Responsibilities

• Ensure the highest level of discretion in providing a comprehensive range of executive assistant support.
• Assist with preparation for accreditation surveys and maintain policy manuals.
• Maintain Board, department, and contract manuals in compliance with State and CARF standards.
• Prepare all correspondence for the Board and mail packets to Board members prior to monthly Board Meetings.
• Assist with preparation and publication of annual outcome reports.
• Perform art/graphic design for brochures, reports, and other published documents.
• Manage calendars, including scheduling appointments and meetings, room reservations, and resolving conflicts.
• Prepare key documents for signature, comments, decision, or action.
• Maintain and distribute the on-call schedule, employee phone list, and employee recognition emails.
• Participate in the planning, preparation, and organization of family week activities.
• Organize and prepare relevant briefing or background materials for meetings.
• Create or adapt presentations to be made by the CEO.
• Encourage and maintain a high level of teamwork and a positive, cohesive work environment.
• Maintain administrative filing system.
• Inventory and purchase general office supplies for the main facility.
• Maintain CEUs for employees and provide completion certificates.

Organizational Competencies

• Accountability: Takes ownership for resolving problems, reaching goals, and serving patients, team, and organization. Accepts responsibility for own behavior and assures resources are allocated according to strategic priorities.
• Time Management: Maximizes the use of time and resources, effectively prioritizes tasks, and completes required documentation accurately and timely.
• Teamwork: Works cooperatively and capably with a wide variety of people, promotes teamwork, and maintains professional boundaries.
• Flexibility: Adapts rapidly to changing work demands and priorities.
• Confidentiality: Complies with HIPAA and 42 C.F.R. Part 2 regulations, safeguarding confidential information.
• Safety: Knows and understands emergency procedures and completes incident reports within 24 hours.
• Communication: Uses positive communication skills to promote effective interpersonal relationships and models professionalism.
• Customer Service: Supports the organization’s customer service initiative, anticipates and meets patient needs, and obtains feedback to improve service delivery.
• Respect: Establishes compassionate and supportive rapport with patients and communicates tactfully and respectfully.
• Quality Improvement: Collects, organizes, and reports information to improve systems and services, and serves on process improvement teams as assigned.

Requirements

• High School Graduate or equivalent required; Associate’s or Bachelor’s degree preferred.
• Minimum of 3 years as an administrative assistant or relevant experience with progressive responsibilities.
• Experience serving as an Executive Assistant and working with a Board of Trustees preferred.
• Experience in a not-for-profit environment preferred.

Skills

• Strong interpersonal skills and ability to treat confidential information with discretion.
• Exceptional attention to detail.
• In-depth understanding of MS Office Suite (Word, Excel, Outlook) and art/graphic design (Publisher/Photoshop).
• Skilled in using standard office equipment (copiers, business telephone systems, virtual meetings, fax machines).
• Ability to work effectively with minimal supervision and organize daily workload by priorities.
• Strong time management skills and ability to meet deadlines in a fast-paced environment.
• Proactive approach to problem-solving with strong anticipatory skills and independent judgment.
• Professional-level verbal and written communication skills.

Physical Demands

Work is indoors in an office environment with moderate noise. Intermittent physical effort involving lifting of up to 25 pounds, walking, and stooping is required. A typical workday involves:

• Sitting, frequent use of a keyboard, reaching with hands and arms, and talking and hearing (~70% of the time).
• Standing (~30% or less of the time).

Normal vision abilities required, including close vision and ability to adjust focus.

Work Environment

Involves everyday risk or discomfort requiring normal safety precautions in an office setting, meeting rooms, and patient care areas. Work may involve mental and emotional stress. Some driving is required, primarily at the main facility.