EXECUTIVE ASSISTANT

Responsibilities

• Exercises sound judgment and decision-making skills in all related activities.
• Effectively coordinates activities to assure the smooth operation of the office.
• Anticipates needs and is proactive in coordinating activities understanding the priorities and standards of Administration.
• Clocks, maintains and monitors the calendar for the respective senior administrator(s) by scheduling meetings in a timely manner with sensitivity to critical issues.
• Compiles pertinent material in preparation for meetings.
• Develops, processes, maintains and distributes documents as necessary.
• Receives, opens, and processes mail on a daily basis, bringing critical/deadline issues to attention of the senior administrator(s).
• Independently answers routine correspondence or refers to appropriate staff for response.
• Participates in planning meetings with respective senior administrator(s).
• Develops, processes and maintains project documents as necessary.
• Demonstrates awareness of ongoing activities and organization dynamics.
• Independently handles those persons who present to the office either in person or via telephone in a courteous and helpful manner.
• Provides requested documents and correspondence for review and maintains tickler system for meeting/project preparation and follow-up.
• Anticipates unforeseen needs or requirements based on overall knowledge of organization, etc.
• Answers office telephone lines and electronic communication and directs appropriately.
• Tracks and prioritizes phone calls.
• Maintains current knowledge of organizational structure and changes to update organizational charts, distributions lists, etc.
• Proactively notifies the appropriate individual.
• Represents respective senior administrator(s) in responding to and interacting with internal and external publics, insures positive patient, employee, physician and community relations by knowledgeably and effectively responding to all inquiries.
• Maintains respective senior administrators(s) office archive files and working files including all administrative/departmental manuals.
• Aids in the completion of various reports required by regulatory and accrediting agencies meeting required deadlines.
• Serves as recording secretary for meetings as assigned and ad hoc meetings.
• Records, prepares and documents accurate minutes and related data of meetings as requested.
• Facilitates RSVP confirmations and maintains attendance records for meetings when appropriate.
• Provides follow up information to committee members as necessary.
• Maintains adequate levels of office supplies and maintains office equipment.
• Composes a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, and other specialized materials using Microsoft Office Suite, Outlook and Adobe applications.
• Aid in data entry for compliance and privacy issues.
• Maintains strict confidentiality and discretion with regard to sensitive matters.
• Acts in an advisory capacity to other administrative support personnel and resource capacity to respective senior administrator(s).
• Communicates effectively (verbal, written and listening skills) with all levels of personnel within the organization, and the external public to facilitate the effective operations and public image of the Hospital.
• Performs other related duties as assigned.

  Qualifications/Requirements

  • Eight years of administrative, office management and/or secretarial experience, two of which must have required the use of word processing equipment.
  • Hospital experience preferred but not required.
  • High School graduate with additional post-secondary training (degree preferred) to acquire executive secretarial skills or equivalent demonstrated by past work experience, advanced computer literacy, knowledge of business practices, shorthand and/or the ability to record minutes, advanced organizational skills, application of computers, printers, and copiers that reflect a complete working knowledge of their use.
  • N/A
  • Demonstrated ability to work independently to facilitate and enhance projects in support of Hospital Administration.
  • Advanced organizational skills and an ability to effectively manage multiple projects and assignments.
  • Demonstrates excellent communication skills.