Executive Assistant

Job Description Summary

Reporting to the Chief Operating Officer, provides assistance and support to the COO, SVP of Quality and Vice President of Compliance by performing various confidential secretarial, administrative and assistant responsibilities for the department executive and other managers and staff.

Job Description

ESSENTIAL FUNCTIONS

1 - Performs secretarial and administrative duties for the department Executive with ability to work under pressure and maintain confidential material.

a - Must be able to work under pressure.

b - Must maintain confidential material.

c - Must type minimum of 60 wpm.

d - Must transcribe accurately, in proper format, and submit dictation in timely manner.

2 - Assists departments reporting to the Executive with secretarial support and performs work of equal skill and responsibility as necessary.

a - Processes reports in absence of department secretaries.

b - Explains and clarifies reports that are requested.

c - Acts as intermediary with Executive when Directors need resolution quickly.

d - Schedules meetings/rooms when necessary to expedite a project.

3 - Arranges and schedules meetings and appointments for the Executive

a - Schedules all meetings

b - Arranges meetings with Administrators as directed.

c - Schedules meetings with designated medical staff as directed.

d - Schedules meetings of various task forces/ad hoc committees as directed.

4 - Communicates effectively with other Executive Assistants/Secretaries and members of other departments,

a - Good composition skills and proper use of grammar.

b - Utilizes paging/phone/computer effectively.

c - Maintains positive attitude consistent with the Culture of Service Excellence standards..

d - Seeks proper channels of communication when performing unfamiliar tasks.

e - Receives and directs telephone calls, organizes mail and distributes information.

5 - Maintains records and files for the Executive including minutes of meetings, for areas as required by Public Health and JCAHO.

a - Processes minutes of Hospital committees, various task forces and ad hoc committees and maintains these records.

b - Maintains confidential files of minutes, correspondence, contracts and personnel information.

6 - Initiates, prepares, and distributes correspondence and notices. Initiates personal correspondence as requested by the Executive.

a - As requested, responsible for reports, presentations and general projects.

b - Maintains communication between departments

7 - Maintains understanding of organizational structure and changes; supports the Executive accordingly.

a - Keeps up to date on Hospital–wide changes

b - Maintains organizational charts and keeps them on file.

8 - Assists the Executive when it is necessary to initiate Code status throughout the Hospital.

a - Has knowledge of Disaster Plan and its operation.

b - Assists in documentation of all codes and disaster drills.

c - Supports the Emergency Preparedness Manager as needed.

9 - Technology – Embraces technological solutions to work processes and practices.

a - Demonstrates proficiency and competency in their department.

b - Utilizes and is proficient on department or role specific software as assigned.

c - Demonstrates proficiency and utilization of the Microsoft suite of office products, e.g., word, excel, power point.

d - Utilizes information systems, telecommunication services and office machine as instructed including phones, email, paging systems, fax machines and copiers.

10 - Safety Awareness – Fosters a “Culture of Safety” through personal ownership and commitment to a safe environment.

a - Understands individual roles/responsibilities during emergency situations (e.g., fire drill, electrical blackout, etc.)

b - Utilizes proper body mechanics when performing all aspects of job.

c - Operates office equipment safely.

d - Maintains a neat, organized work environment.

JOB REQUIREMENTS

Minimum Education - Preferred

Associates Degree in Secretarial Sciences, or equivalent education/experience preferred.

Minimum Work Experience

Three to five (3 - 5) years of progressively responsible secretarial experience preferable in a healthcare setting
Required additional Knowledge and Abilities

Effective communication skills; must be customer service oriented, ability to be flexible with hours and work under pressure; excellent judgement required; background in medical terminology highly desirable.