Executive Assistant

Performs administrative duties for executive leadership, primarily CEO. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports and financial data, and customer relations. Requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Performs clerical and record keeping duties related to the Administration Department. Will assist with functions relating to the Board of Trustees and various other hospital and Board committees.

• Provides clerical, administrative and executive assistant support to the Chief Executive Officer, Medical Staff and Board of Trustees as requested
• Maintains strict level of confidentiality of all records, conversations, documents, etc.
• Maintain an organized filing system of paper and electronic documents
• Conserves CEO's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Maintains CEO's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Assist Leadership Team members by performing clerical functions and coordinating activities as requested
• Schedules and prepares agendas and materials for the Board of Trustees meetings. (Attends and takes minutes of meetings)
• Assist with agendas and materials for the Board of Trustees
• Take part in administrative meetings as assigned to assure clerical follow-through
• Process conference room reservations as necessary
• Makes travel arrangements and reservations as requested by Administration
• Maintains computerization of Medical Staff Rules & Regulations, Medical Staff Bylaws, Hospital Bylaws and List of Board of Trustees.
• Works with Quality Director and legal counsel to assure Medical Staff Bylaws, Rules and Regulations are current and to resolve Bylaw questions.
• Provides general clerical work for Administration which includes, but is not limited to answering telephones; opening, sorting and routing mail; ordering supplies, as well as use of the computer
• Performs special projects as assigned
• Works with Administration and Management team to maintain file of current Hospital contracts
• Provides notary services to patients, employees and physicians
• Uses various software including word processing, spreadsheets, databases and presentation software
• Opens, sorts and distributes incoming faxes, emails and other correspondence.

• Contract Management Database Administrator:
  This tool allows for the centralization of contracts in one place allowing us to ensure compliance with laws and stay on top of contracts management. It is important that it be handled by someone in Administration due to the confidential nature of the information captured in data base.
• Communicate and demonstrate a commitment to the Hospital mission, vision and values
• Always greets people in a courteous manner by making eye contact within 5 seconds of their approach
• Establish rapport with all levels of hospital management, trustees, physicians and staff
• Communicate with all employees in a positive and professional manner
• Communicates with medical staff in a positive and professional manner
• Updates Administrative policies in Hospital policy books

Monday-Friday day shift, one evening per month for board meeting.