Executive Assistant I - Administration

Responsibilities

• Maintains executive’s calendar, schedules meetings and appointments as requested; on own initiative, establishes appointment priorities, reschedules, or refuses appointments or invitations, and draws attention to important dates or conflicts.
• Plans, coordinates, and assists in administrative and board-level meetings, following guidelines in Hospital Bylaws, JCAHO Administrative and Board standards, and other regulatory entities; schedules meeting rooms; orders catering; prepares agendas; does timely mail-outs; takes and transcribes minutes; coordinates follow-up actions.
• Provides polite, courteous, and professional reception and telephone service; tactfully determines nature and urgency of business; answers inquiries and refers to the appropriate person to resolve conflicts.
• Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring executive’s signature; summarizes content if needed; provides necessary backup material for executive’s review; offers advice or initiates reply if appropriate; and coordinates follow-up as necessary.
• Composes correspondence requiring an understanding of operations and policies; researches and prepares special projects or presentations; initiates and maintains large paper and electronic filing systems; develops a method for organizing and retrieving information.
• Makes complex travel arrangements for individual executives or groups, authorizing airline travel, lodging, conference rooms, catering, and audio-visual equipment.
• In the executive’s absence, responds to requests for action or information; if necessary, relays to the appropriate staff member; intercepts requests and helps implement action; ensures timely response; notifies the executive of important or emergency matters.
• Aid peers and subordinates with equipment, policies, and workplace standards.

Requirements

• High School Diploma or equivalent experience required.
• Excellent organizational, interpersonal, and executive assistant skills.
• Proficient in all Microsoft Office products: Word, PowerPoint, and Excel.
• Experience 0 - 2 years of experience supporting Ministry-Level Executives required.

Skills

• Competence to perform assigned responsibilities in a manner that meets the population-specific and developmental needs of the members served by the department.
• Adapt assigned client assessment treatment and/or care methods to accommodate the unique physical, psychosocial, cultural, age-specific, and other developmental needs of each client served.
• Comply with all policies, procedures, and standards as promulgated by state and federal agencies, the hospital, and other regulatory entities.
• Ensure confidentiality of patients and do not solicit or disclose any confidential information unless necessary in the performance of assigned job duties.