Executive Assistant

JOB TITLE: Executive Assistant

DIVISION: Administration

REPORTS TO: Chief Executive Officer

FLSA STATUS: Exempt

WORK HOURS: Monday - Friday 8:00AM - 5:00PM (Varies)

Performs administrative duties for the Chief Executive Officer as well as other executive management personnel. Responsibilities include general clerical duties, screening calls, making travel, and meeting arrangements, preparing reports, and data entry. Requires strong computer and MS Outlook skills. Also calls for flexibility, excellent interpersonal skills, Board coordination experience, and the ability to work well with all levels of management and staff.

• Ability to perform Essential Duties as outlined below.
• Must demonstrate integrity and respect for confidentiality.
• Bachelor’s Degree, equivalent experience, or advanced technical training.
• Working knowledge of computer applications including Microsoft Outlook, Excel, and Word.
• Two years’ previous experience in an administrative assistant/executive secretarial position.
• Ability to communicate verbally and in writing with individuals of the organization and departments of state government.
• Must possess outstanding organizational, time management, and record keeping skills.
• Ability to work with limited direct supervision.
• Ability to comply with Client’s Rights.
• Ability to comply with Valley’s and division/departmental safety procedures.
• Ability to read, speak, understand, and write the English language.

• Previous experience working for a CEO or Executive Director.
• Five years’ previous experience in an administrative assistant/executive secretarial position.

• Always demonstrates integrity.
• Always respects and protects the confidentiality of the CEO.
• Coordinates schedule and activities of the CEO.
• Screens calls for CEO and prioritizes calls and appointments.
• Opens and sorts the CEO mail.
• Arranges calls, appointments, meetings, accommodations, and travel schedules.
• Composes correspondence as needed.
• Conducts computer data entry and retrieval.
• Prepares, records, and disseminates minutes of internal meetings.
• Develops and maintains filing system.
• Coordinates preparation of Board and Board Committee Meetings including the distribution of notices and Board Packets, conducts reminder calls prior to meeting, prepares facilities for the meetings, and takes minutes during the meetings.
• Operates normal office equipment such as computers, phones, fax machines, scanners, and copiers.
• Projects a professional image to the public.
• Follows Valley’s policies and procedures.
• Manages special projects.
• Maintains independent contractor files and is responsible for tracking and monitoring of such
• Other duties as assigned.

As an Employee of Valley Health Care System, there are conducts and standards to strive for in our job positions to be successful and assist the organization in promoting and maintaining success as an organization. Employees of Valley Health Care System are evaluated on key performance indicators in the three major categories in the example table below. To be considered for promotions, raises, awards, and recognition of achievement, employees must meet or exceed Valley standards for Performance, Attendance, and Conduct.

Evaluations are based on Valley’s standards for these three categories. The fully successful employee at Valley will meet standards in all three areas. Failure to meet standards in any area will result in retraining and coaching to help you meet standards. Continued failure to meet standards will result in formal attempts to improve your performance as described in Valley’s Personal Accountability System Procedure.

• Performance: Ability to perform Essential Duties. Fully Successful:
  Performs all essential duties within…