Overview
The senior Executive Assistant assists the CEO in accomplishing the goals and objectives as established by the hospital. This position is vital to the efficiency of the Administrative Operations and must demonstrate independent judgement and exceptional organizational skills.
Performs and directs all administrative duties for executive management .
Functions in a professional capacity with substantial independence to perform multiple duties related to diverse hospital-wide programs, projects and issues which cross operational and administrative lines.Must have the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.This role supports the most senior executive and may supervise other administrative staff in project coordination.Performs and directs all administrative duties for executive management .Provides administrative support on an executive level with the ability to prioritize projects and manage the office in an efficient manner.Coordinates work flow, updates and chases delegated tasks to ensure progress deadlines. Checks deadlines on incoming requests and puts preliminary work in play.Stays ahead of requests by understanding administrative priorities and reacting within scope of authority.Maintains and follows policies and procedures to ensure consistent performance of routines.Arranges essential mail in priority of action for the executives. Assures priority items are communicated to executive.Composes correspondence/reports and financial data for administrative signatures.Maintains database of standard correspondence materials and suggests format to executives in need of support.Processes correspondence replies by own initiative or from executive direction and notes.Maintains files/correspondence for CEO/executive team.Requires strong computer and internet research skills and must have the ability to train others on system usage,Trains and supervises other support staff and customer relations.
Phone correspondenceHandles phone calls in a manner that is efficient and accomplishes the following:~Arranges “callbacks” to coordinate with executive’s time schedule.~Provides back-up materials for callbacks.~Routes calls elsewhere as needed.~Screens phone inquiries as needed to avoid placing unnecessary calls to executives.Receiving/Assisting visitors and telephone callers, referring them to the appropriate person as circumstances warrant. Assists in customer satisfaction by meeting with patients/families as necessary.Controls visitor flow and screens requests to see executive team in a manner that meets customer needs and limits unexpected interruptions.
Serving as a Meeting ChairpersonWhen executive serves as a meeting chairperson, they will:~Prepare and distribute agenda in advance.~Arranges meeting facilities and coordinates all details.~Acts as recording secretary and prepares action minutes.
Advanced Office AdministrationThe Senior Executive Admin Assistant provides an advanced level of office administration by~Demonstrating an understanding of company and department procedures.~Recommending management action to improve standard operating procedures.~Takes part in any administrative meetings as required to ensure follow-through.~Takes initiative on requests and inquires of administrative nature.
Coordinates meetings, appointments, travel and other arrangements for CEO and executive team.Arranges amenities as needed.Schedules visits in an area to protect confidentiality.Researches, drafts, or abstracts reports as required by work flow.Assembles data relative to various phases of hospital activities.Completes special projects of a complex nature as required.
Handles conflicts with diplomacy and presents a professional attitude and appearance,Represents the organization in a positive and professional manner.Is a resource person both within the department and to administrative staff of other departments.Performs duties in a manner that develops trust and reliability, earning the full confidence of the executive team.Assures discreet handling of all business activities and plans.Acts as a liaison between CEO office and Medical Staff office. Ensures any actions requiring material to be sent to the Medical Staff is done in a timely manner.Coordinates with HSC to complete all necessary licensure renewal applications and audits. Acts as a liaison between HSC staff and CEO and executive team.Responsible for the development and maintenance of contracts. Key factors include supporting the organization by helping to develop/review contracts, lead the entire contract process from the pre-contract through post-signature phases and closely collaborates with internal departments to ensure contracts are kept up to date.Develops and maintains processes that provide timely notification of critical contract events (i.e. renewals, termination and due dates contained within the agreements)Develops and maintains periotic reports on the status of all contracts.Assures accurate data entry of contract specifications and terms into database and completeness of all contracting processes.Assists with contracting administration and projects as needed.
Every effort has been made to make this job description as complete as possible. However, it in no way states or implies that these are the only duties the incumbent will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position. This position description does not restrict the right of management to assign or reassign duties and responsibilities with and without notice.
To perform this job, an individual must perform each essential function satisfactorily with or without a reasonable accommodation.
Minimum EducationX Associate Degree in healthcare or related field. X REQUIRED
Required SkillsRequires critical thinking skills, decisive judgment and the ability to work with minimal supervision. Must be able to work in a stressful environment and take appropriate action.Must have strong interpersonal, oral and written communication skills. Effective human relations skills are required for interfacing with team members, all levels of staff, physicians, patients, families and other contacts.Must possess the ability to use the following equipment: Telephone/ Fax Machine/ Calculator/ Computer/ Cell Phone. .As pertinent to the position, must be able to adapt to new technology as it becomes available and necessary for the job.
Minimum Work ExperienceMinimum of 2 years in an Administrative Assistant capacity.
**Job:** **Administration/Clerical*
**Organization:** **Valley View Medical Center*
**Title:** *Admin Asst-Administration – FT Days*
**Location:** *Arizona-Ft. Mohave*
**Requisition ID:** *7451-3219*
