EXECUTIVE ASSISTANT-1505

Executive Assistant

Job Summary

To provide administrative and secretarial support to the Executive Administrative Staff

Essential Values-Based, Leadership and Management Competencies

Demonstrates competencies in line with the five core values that are the foundation of all activities performed by employees to achieve the Mission of Artesia General Hospital

• Servant Leadership: Demonstrates competence in serving others and prioritizing their needs.
• Excellence: Demonstrates competence in striving for the highest quality in all aspects of work.
• Respect: Demonstrates competence in respecting others and valuing their contributions.
• Virtuousness: Demonstrates competence in maintaining high ethical standards and integrity.
• Innovation: Demonstrates competence in embracing new ideas and technologies to improve healthcare.
• Community: Demonstrates competence in fostering a sense of community and collaboration.
• Education: Demonstrates competence in promoting continuous learning and development.

ESSENTIAL FUNCTIONS

• Receives and assists visitors, employees, and telephone calls for CEO, CFO, CNO, and COO.
• Types correspondence for CEO, CFO, CNO, and COO to include word processing/typing of letters, memos, forms, contracts, policies and procedures
• Assists CFO with legal matters and data collection
• Completes Provider PTO requests – enter into outlook calendars
• Creates and sends out Administrator on Call schedules
• Orders/Manages office supplies and Sorts/Distributes daily mail, documents, and internal correspondence
• Reviews and collects Administrator signature for completed Expense and Check requests
• Meeting minutes; takes and timely types notes for distribution
• Lead for Setup/Clean-up for luncheons/meetings
• Sets up/Initiates WebEx conferences
• Schedules and maintains travel arrangements for hospital conferences/trainings and physician/director recruitment
• Creates agendas/schedules for meetings and onsite visits
• Reconciles credit card to invoices/charges
• Controls and Manages meeting room schedules (Boardroom, Small Conference, and Classroom)
• Distribute invoices and ensure CFO signs all invoices/POs.
• Basic correspondence & Excel tables for CEO, CFO, CNO, and COO
• Manages Stock in the Board Room
• Lead for stocking copy machine and clean-up of copier room

ADDITIONAL RESPONSIBILITIES

• Other duties as assigned.

KNOWLEDGE/SKILL/ABILITIES

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point). Adobe Acrobat, and Social Media web platforms.
• Database management skills
• Resourceful, proactive, and detail oriented.
• Excellent written and verbal skills;
• Ability to work well under pressure, adapt to changing responsibilities, and multiple assignments;
• Excellent customer service & organization skills;
• Handle sensitive tasks and documents with complete confidentiality and discretion

AGE-RELATED COMPETENCIES: N/A

• Information Management: Treats all information and data within the scope of the position with appropriate confidentiality and security.
• Risk Management/Quality Management/Safety: Cooperates fully in all Risk Management, Quality Management, and Safety Activities and Investigations.
• ENVIROMENTAL CONDITIONS: Work environment consists of daily patient contact, which may include exposure to blood, or other body fluids.

Qualifications

MINIMUM POSITION QUALIFICATIONS

• Education – Associates Degree or equivalent training/experience.
• Work Experience - Two years in an executive secretarial level position.
• Training – N/A
• License/Certification – N/A

PREFERED POSITION QUALIFICATIONS

• Previous Para Legal Experience.
• Previous Accounting Experience.
• Previous experience in an office setting
• Two years college