Executive Assistant

Job DescriptionJob DescriptionSUMMARY:

Under direct supervision of the Chief Executive Officer the Executive Assistant must provide a wide range of administrative support, including: possessing the ability to interact with staff (at all levels) and be able to work in a fast-paced and sometimes pressured environment, while remaining flexible, proactive, resourceful, and efficient. The Executive Assistant provides administrative assistance to members of the Executive Office. This position must maintain a high level of professionalism and confidentiality while keeping attention to detail. The person filling this position must have professional verbal and written communication skills, and a strong decision-making ability.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

• Reviews and routes incoming/outgoing mail on a daily basis for the CEO and Chief Financial Officer (CFO). This includes FedEx and certified mail.

• Improves the efficiency of the CEO office 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.

• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

• Maintains customer confidence and protects operations by keeping information confidential.

• Assists with the preparation, copying and duplicating of various reports.

• Assists with maintaining corporate files for clinic licensures, certifications, and contracts for UIHS.

• Records, transcribes, and prepares minutes for assigned management / administrative committees. Ensures management / administrative meeting minutes and documents are competed and filed.
• Records, transcribes, and prepares minutes for the Board of Directors meetings in collaboration with the Governance and Corporate Affairs Manager. Prepares meeting packets and I-Pad packets, if requested, prior to meetings in a timely manner to review. Files the Board of Directors approved minutes for corporate recordkeeping.

• Records, transcribes, and prepares minutes for assigned governance committee meetings as needed.

• Corresponds, completes and follows up on approved actions / motions from the Board of Directors.
• Assists in preparing conference rooms for scheduled meetings and events.

• Assists staff and others with securing and scheduling of the Board Room/Administration Conference Rooms per UIHS guidelines.

• Assists with the preparation, updates and maintenance of all active/inactive Board Governance binders, and assists with governance yearly audit of binders.

• Provides administrative assistance with annual board projects as directed; such as UIHS Election, Annual Membership meeting, retreats, conferences, and trainings.

• Posts all clinic closure notices on main and staff entrances. Provides a copy of holiday closures to shipping and receiving for freight at PHV.

• Checks and distributes daily faxes.

• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

• Contributes to team effort by accomplishing related results as needed.

• Performs backup coverage for administration receptionist by answering the main telephone. Screens and routes calls to appropriate person or division. Takes accurate messages and distributes to appropriate person or division.

• Maintains a professional, organized, and clean working environment by following organizational policies, guidelines, and safety standards.

• Adheres with the standards of conduct, compliance and accreditation standards and guidelines.

• Other duties as assigned for the operations of the Executive Office.

SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily such as administrative writing skills, reporting skills, supply management, scheduling, Microsoft Office skills, organization, time management, presentation skills, travel logistics and verbal communication

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE: Educational degrees must be from a US Department of Education accredited school.

• Level I - High School diploma or equivalent and two (2) years administrative assistant experience.
• Level II - High School diploma or equivalent and four (4) years administrative assistant experience.
• Level III - Associate degree (AA) and four (4) years administrative assistant experience; or six (6) years’ experience.

COMPUTER OPERATIONS

• Proficient personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics, etc.

LANUGUAGE SKILLS:

• Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.
• Ability to respond to common inquiries from customers, regulatory agencies, or members of the business community.
• Ability to write speeches and articles for publication that conforms to prescribed style and format.
• Ability to effectively present information to executive management, public groups, and/or boards of directors.

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Shall possess a valid driver's license.
• Must be able to be covered by agency's vehicle insurance.

OTHER SKILLS AND ABILITIES:

• Ability to operate standard office equipment (copier, fax, etc.).
• Must be able to work with American Indian people and be sensitive to their culture.
• Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.
• Participate in proactive team efforts to achieve the Mission, Vision and Guiding principles of UIHS.
• Provide leadership to others through example and sharing of knowledge/skill.

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