EXECUTIVE ASSISTANT - CCHHS

About the role

The Executive Assistant–CCHHS provides executive support to the Direct Appointee and serves as the primary point of contact for the office of the Direct Appointee. This individual provides administrative support, representation, event planning, and project management as well as providing interface with entities and organizations as requested. Organizes, coordinates and oversees special projects. Must be creative and enjoy working in an environment that is mission focused, results driven and community oriented.

Reports to the Direct Appointee.

Responsibilities

• Plans the Direct Appointee’s daily calendar tracking all appointments, preparing materials for all meetings
• Composes high level correspondence and memoranda independently and with professional quality
• Prepares executive correspondence and performs complex administrative duties in preparation of administrative and fiscal projects, including preparation of spreadsheets, charts, conducting research
• Maintains and coordinates communication lines within the overall organization and specifically between the Direct Appointee and those designated
• Follows up on meeting-generated tasks
• Coordinates travel plans, including meeting scheduling and itinerary, and material preparation
• Handles telephone calls in a professional and courteous manner, initiating appropriate disposition
• Answers informational questions and determines appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility
• Exercises good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills
• Works on projects from conception to completion while under pressure to handle a wide variety of activities and confidential matters with discretion
• Establishes and maintains influential and strategic relationships at all levels across the system
• Maintains appropriate confidentiality of information and decisions made within the Direct Appointee’s office
• Creates Word documents/correspondence, Excel spreadsheets, PowerPoint presentations
• Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communication concerning staff, department, and hospital matters
• Maintains confidential materials related to patients according to hospital standards and in compliance with HIPAA regulations and requirements
• Plans, organizes and coordinates meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment
• Coordinates appropriate room set up and equipment (set up conference calls, audio-visual equipment, projector, etc., as necessary)
• Works with multiple internal departments, external agencies, the general public and individuals on a wide range of projects
• Acts as representative for the Health System in all interactions exercising customer service skills and good judgment in addressing inquiries, complaints and requests for direction
• Performs other duties as assigned

Requirements

• Bachelor’s or higher-level degree
• Five (5) years of full-time work experience as an Executive Assistant to individuals at a Chief, President, Executive and/or Vice President level
• Intermediate proficiency in Microsoft Office Excel, PowerPoint, Word
• Prior healthcare experience (preferred)

Physical and Environmental Demands: This position functions within a healthcare environment. The incumbent is responsible for adherence to all hospital and department specific safety requirements, including but not limited to: complying with Personal Protective Equipment requirements, hand washing and sanitizing practices, complying with department specific engineering and work practice controls and any other work area safety precautions as specified by hospital wide policy and departmental procedures.

Skills

• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Strong customer service skills
• Intermediate proficiency with Microsoft Office Excel, PowerPoint, and Word
• Good phone and email etiquette skills with strong response times
• Attention to detail, accuracy, and precision
• Proactive and self-starting: able to work confidently to advance goals within broad parameters, and with minimal supervision
• Ability to successfully plan, lead, and complete projects on time
• Ability to work with organizational performance metrics, analyze data, create reports, and present information clearly to decision makers
• Comfortable with creating, implementing, managing, and executing business processes
• Excellent leadership skills, with the ability to influence others, with energy and enthusiasm
• Ability to define and solve problems, collect data, establish facts, and draw valid conclusions
• Ability to prioritize, plan, and organize projects and tasks
• Ability to multi-task and meet deadlines in a fast paced and stressful environment
• Ability to uphold professional standards for customer services, confidentiality, and quality of work
• Ability to adhere to department policies and standards utilizing best practices
• Ability to maintain a professional demeanor and composure when challenged
• Ability to function autonomously and as a team member in a multidisciplinary team

Benefits

• Medical, Dental, and Vision Coverage
• Basic Term Life Insurance
• Pension Plan and Deferred Compensation Program
• Employee Assistance Program
• Paid Holidays, Vacation, and Sick Time
• May qualify for the Public Service Loan Forgiveness Program (PSLF)