Executive Assistant

Job Summary

Support administrative team that consists of CEO, CNO, CFO and COO by fielding incoming calls, scheduling appointments, preparing meeting notes and all tasks as assigned. Must obtain the highest level of integrity and confidentiality.

Job duties responsibilities

• Handles incoming calls to the department and distributes messages as needed.
• Receives, opens and delivers departmental mail.
• Schedules appointments for administrative team through Outlook calendar.
• Attends administrative meetings, takes notes and dictates notes.
• Disperses communication on behalf of the administrative team via mail, email, meeting invitation, phone call, etc.
• Fills and makes copies of correspondence and other printed documents.
• Organizes and maintains file system.
• Orders weekly supplies for department.
• Handles multiple tasks simultaneously.
• Furnishes prompt, accurate information to expedite maximum amount of work in a minimum amount of time.
• Able to operate copier, fax, computer, 10-key and postage meter.
• Able to efficiently use Word, Excel, Power Point and Outlook.

Required Skills

• High school education and/or equivalent required
• 2-3 years of related experience (or training) as a secretary or administrative assistant; or equivalent combination of education and experience.
• Ability to type 45 words per minute with 85% accuracy
• Ability to read and comprehend complex instructions, business correspondence and memos.
• Ability to write complex correspondence.
• Ability to effectively present information in group situations to patients, physicians and other employees of the organization.
• Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
• Ability to utilize Electronic Health Care Record for patient documentation.
• Understanding of payroll systems and staffing coordination highly desirable
• Strong skills in Microsoft suite products including excel and access to create professional reports