Executive Assistant Senior - Accounting

Provides overall secretarial support to assigned executives to accomplish daily workloads, handling a wide variety of clerical and administrative functions. Serves as a liaison between executives, medical staff, board members, major donors, associates, and the public, making independent decisions when appropriate.

Responsibilities

• Meets expectations of applicable OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.
• Maintains executive’s calendar, scheduling meetings and appointments; establishes appointment priorities, reschedules or refuses appointments, and highlights important dates or conflicts.
• Prioritizes own time according to workload demands.
• Plans, coordinates, and participates in administrative and board-level meetings, following guidelines in Hospital Bylaws, JCAHO Administrative and Board standards, and other regulatory entities. Responsibilities include scheduling meeting rooms, ordering catering, preparing agendas, distributing timely mail-outs, taking and transcribing minutes, coordinating follow-up actions, and working directly with Committee Chairs.
• Provides polite, courteous, and professional reception and telephone service; determines the nature and urgency of business, resolves conflicts independently when possible, and refers to appropriate personnel if necessary.
• Manages incoming correspondence, determines deadlines, checks accuracy of documents requiring executive’s signature, summarizes content, provides backup material for review, initiates replies when appropriate, and coordinates follow-up.
• Composes correspondence requiring knowledge of hospital operations and policies; researches and prepares special projects or presentations.
• Initiates and maintains complex paper and electronic filing systems, developing methods for organizing and retrieving information.
• Makes complex travel arrangements for individuals or groups, including airline travel, lodging, conference rooms, catering, and audio-visual equipment.
• In the executive’s absence, responds to requests for action or information, relays to appropriate staff, intercepts requests, helps implement action, and ensures timely responses. Decides whether the executive should be notified of important or emergency matters.
• Provides assistance and training to peers and subordinates on equipment, hospital policies, and workplace standards.
• Supervises clerical support as needed.
• Demonstrates competence in performing responsibilities to meet the population-specific and developmental needs of department members.
• Adapts client assessment, treatment, and care methods to accommodate unique physical, psychosocial, cultural, age-specific, and developmental needs.
• Ensures compliance with all policies, procedures, and standards as required by state and federal agencies, the hospital, and other regulatory entities.
• Performs duties in a manner that protects patient confidentiality and discloses confidential information only when necessary for assigned job duties.
• Performs other duties as assigned.

Requirements

• High School Diploma required.
• 5 years of experience in office and calendar management.
• Experience working in supported functions' work processes and environment is preferred.
• Experience coordinating and supporting executives’ multiple projects and schedules.
• Experience booking travel arrangements, both in advance and last-minute.

Qualifications

• Certified Administrative Professional (CAP) certification preferred.
• Professional Administrative Certification of Excellence (PACE) preferred.
• Excellent communication and organization skills required.

Schedule

5 days, 8 hours per day.

Work Type

Full Time.