Executive Assistant to Chair

Responsibilities

• Performs secretarial duties for administrative and management staff, including taking dictation, transcribing correspondence and reports, and proof-reading typed material.
• Attends meetings as assigned and reports on actions.
• Indexes and files correspondence, records and reports.
• Orders supplies and equipment.
• Gathers data and prepares evaluation reports, as well as other data as requested by Administrator / Director / Physician / and/or Executive Management.
• Receives and assists visitors and telephone callers, referring them to appropriate individuals.
• Maintains calendar and arranges meetings.
• Answers inquiries and makes travel arrangements for Administrator / Director / Physician / and/or Executive Management.
• Affords executive management in day-to-day activities and special projects as assigned.
• Attends monthly Board of Directors meetings. Records minutes of meetings.
• Maintains governance documents and files including those related to committees, quality assurance, strategic planning, bylaws, personnel, compensation, finance, etc.
• Maintains patient complaint file and prepares summary for management and board.
• Maintains files related to legal matters and prepares summary for management and board.
• Participates in professional development activities to keep current with health care administration practices.
• Manages daily operation of Administrator / Director / Physician / and/or Executive Management's office relating to executive assistant support functions.
• Composes routine correspondence and memos for Administrator / Director / Physician / and/or Executive Management to external and internal sources.
• Maintains records of expenditures for monthly reconciliation and payment with substantiating detail.
• Responds to requests for information from both internal and external sources.
• Complies statistical data for reports as requested by Administrator / Director / Physician / and/or Executive Management.
• Relays and provides instructions, information and assistance as directed by Administrator / Director / Physician / and/or Executive Management and in accordance with established policies and procedures within department.
• Prepares confidential correspondence, maintains calendar, reads and prioritizes Administrator / Director / Physician / and/or Executive Management's mail, and screens Administrator / Director / Physician / and/or Executive Management's phone calls for appropriate disposition.
• Plans, schedules and supervises all arrangements for departmental meetings including staff retreats, conferences seminars, staff and resident candidate visits and other departmental functions and meetings.
• Establishes and maintains functional and confidential files.
• Supervises and coordinates special projects as assigned by Administrator / Director / Physician / and/or Executive Management, i.e., remodeling of office space.

Qualifications

• High School Graduate 3 or more years of broad administrative/secretarial experience.
• Bachelor's Degree or Technical/Professional training/degree in Business School Training from an accredited college or university.
• Proficiency in Microsoft Word, Excel, PowerPoint and Access.