Executive Assistant to the President

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Provides full support services to the President/Chief Operating Officer (COO), Chief Financial Officer (CFO), Chief Medical Officer (CMO), Chief Nursing Officer (CNO), the Board of Trustees, and as needed, to other Senior Management members and Department Directors. Oversees the daily operations of the Administration Office.

Job Description

Roles and Responsibilities

• Manages all inquiries and initial problems presented by patients and staff. Oversees both telephone and face-to-face reception.
• Oversees the daily activity and interdepartmental communication for Administration. Acts as a liaison between the President, Medical Staff, Community Leaders and reporting departments.
• Maintains and coordinates calendars and scheduling for the President/COO, CFO, CMO, and CNO.
• Maintains administrative conference room schedules and assists with conference room scheduling hospital wide.
• Coordinates calendar scheduling and document preparation as well as attends and records the following meetings: Board of Trustees, Executive Committee of the Board, Special BOT, Annual Corporators, Greater Newburyport Management Services Organization Board, Seacoast Affiliated Group Practice Board, Building Committee, and other meetings as requested. Types and distributes all meeting minutes
• Responsible for the Administrator on Call schedule.
• Maintains the programs to cull the Press Ganey online data for names of specific employees who have been recognized by patients in their survey responses and feed those names into the AJH Stars program.
• Maintains files regarding lease agreements, equipment /service contacts, physician recruitment agreements, income guarantees, and physician agreements.
• Assists with video presentations in the Morse Conference Room as well as events/meetings for the e-Health Collaboration.
• Obtains documentation from various departments for the renewal of the hospital license.
• Participates in the preparation for the JCAHO survey.
• Organizes, drafts and types various reports as requested by the President, i.e. ED mid-level reports, discharge reports.
• Tracks credit card and cell phone expenses for members of the Senior Management Team.
• Performs duties as a Notary for the State of Massachusetts, when applicable, for AJH staff, physicians, patients, etc. (On call 8:30 AM - 5:00 PM for this service, M-F).
• Maintains a flexible, daily schedule in order to respond to the changing needs of the President, Senior Management Team, and the Hospital.

• Other Duties as Assigned
• Completes other duties as assigned

ORGANIZATIONAL EXPECTATIONS

STRATEGIES FOR PATIENT SATISFACTION

• The following Strategies for Patient Satisfaction define job performance and patient satisfaction expectations
• for every AJH employee. We expect that every employee recognizes that his/her job performance, including
• personal interactions with patients, has a direct impact on patient satisfaction and the reputation of Anna
• Jaques. In being held accountable for meeting these standards, our employees will ensure outstanding service
• to our patients and their families and reinforce our commitment to providing the highest quality patient care
• to the community.

Attitude

• Our patients' most basic expectation is to be treated with courtesy and respect. This commitment is reflected
• in our attitude and our behavior.

Appearance

• We will take pride in our facility and do our part to maintain an uncluttered and litter-free workplace, with no
• taped or handwritten signs. We will also consider our patients expectations in how we present ourselves

Caring About Patient's Concerns and Worries

• Communication to patients should be delivered with courtesy and care. Close attention is given to both verbal
• and nonverbal messages and to listening attentively to our patients in order to fully understand their needs,
• and sympathize with them.

Commitment to Each Other

• Providing quality patient care requires the efforts of many different employees, representing every
• department of the hospital. Each member of the Anna Jaques Hospital team deserves respect from his/her coworkers. Never blame another department or co-worker to a patient.

Patient Waiting

• We will always keep our patients frequently and honestly informed of delays and make them as comfortable
• as possible while they wait.

Confidentiality

• We will ensure our patients' right to privacy. We will treat all patient information as confidential. Discussion of
• patient matters will be restricted to appropriate situations and locations.

Safety Awareness

• It is the responsibility of all employees to do their best to ensure a safe and accident-free environment for
• patients, their families, and fellow employees.

Sense of Ownership

The reputation of Anna Jaques Hospital depends on each employee, and I will do my part

PATIENT SAFETY

• Incorporates Patient Safety Goals in daily work and identifies and reports safety issues to supervisor, Patient
• Safety Hotline, and/or through the incident reporting process. Supports a culture of patient safety by
• educating patients and families on the care they are receiving, encouraging them to voice their concerns and
• informs them how to report related issues.

ATTENDANCE & PUNCTUALITY

• Adheres to the hospital's policies and procedures regarding absences and tardiness. Provides adequate notice
• when calling out sick and requesting time off
• Arrives and departs from work at appropriate time.

LEADERSHIP CAPABILITIES

• At times and when directed, may provide guidance and support to others while acting as a resource, trainer
• and/or preceptor.

JOB REQUIREMENTS

Required Skills

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• Reasonable accommodations may be made to enable the individual to perform the essential functions.

Communication

• Must possess verbal and written skills to communicate effectively and courteously with a diverse group of
• professional and non-professional members of the health care team, patients and family/significant others.
• Proficient in Microsoft Office applications (Word, Excel, Powerpoint, Access, Meditech, E mail, Internet).
• Multitask capability, ability to prioritize and extremely organized.
• Able to take charge of a situation and see it through to the conclusion. Self motivated.

Minimum Education

Associates Degree

Minimum Work Experience

At least 5-10 years of experience in a healthcare and/or Executive setting.

Pay Range

$31.35 - $48.00

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled