Executive Assistant to CEO

Job DescriptionJob Description

Our Accolades.

Four Seasons is proud to have been named one of Modern Healthcare’s Best Places to Work, and to have been Living Wage Certified in Western North Carolina. Our approach to providing not only excellent care to our patients and families, but also providing the same heartfelt care and commitment to our employees, leads us to be recognized as not only a leader in hospice and palliative care, but also a beacon of excellence as an employer in Western North Carolina.

Our Benefits.Four Seasons offers an excellent benefits package for both full time and part time eligible employees, which may include:

• Competitive Salaries, Reviewed Annually
• Annual Operational Performance Bonus Opportunities
• $0 Employee Premiums on Medical Insurance
• Annual $600 Well-Care Benefit Towards Self-Care, Childcare, Pet Care, or Elder Care
• Medical & Dental Insurance Benefits First of the Month after Hire
• 403B Retirement Plan with Employer Match
• Generous Paid Time Off Package- 20-29 Days of PTO Per Year
• Up to 6 Paid Holidays
• Employer Paid STD, LTD, & Life Insurance
• Employer Paid Teletherapy & Telemedicine Coverage
• Health & Dependent Care Flexible Spending Accounts
• A Robust Employee Wellness Program
• Up to $3k in Tuition Reimbursement Each Year

Executive Assistant to the CEO

Reports To: President and Chief Executive Officer

Status: Exempt (Salary)

FT, PT, PRN: Full-Time

Shift: 40 hours per week; Monday - Friday 8AM-4:30PM with nights/weekends as needed

Location: Flat Rock, NC

Position Summary:

The Executive Assistant to the CEO serves as the primary support and liaison for the President and Chief Executive Officer. An exemplar in confidentiality, integrity, excellence, and professionalism describes the individual desired for this role. The EA to the CEO will manage special projects, provide administrative support, and serve as a member of co-creating the best care internally and externally. Excelling at communicating and serving as a community ambassador at community and organizational events, traveling to all of Four Seasons locations to build relationships, and providing support to our leaders and boards are opportunities in this role. The EA to the CEO should be passionate about our Mission, Vision, and Values and seek to elevate our commitment to being a best places to work and receive care at all times. Essential Duties & Responsibilities:

• Works to achieve performance goals, pursue progress towards my learning plan (MLP) and demonstrate Four Seasons values and competencies at all times.
• Provides a consistent, respectful, and calm interface by serving as the point of communication for the CEO. This includes answering & directing phone calls and being the interface of great customer service with visitors, vendors, staff, volunteers, physicians, agencies, etc.
• Prepares agendas, notices, minutes and resolutions for meetings as assigned including but not limited to: OLT, SLT, and annual organizational planning. Anticipates the needs of the CEO and responds to ad hoc requests (, and manages small projects/programs/participate in larger projects representing the team, for example, researching issues or questions about policies or practices, managing a conference, filing, copying, responding to problems with printers, etc. Organizes all CEO presentations, SLT meetings, and board meetings and events.
• Schedules meetings and/or conferences by interacting with internal/external clients/partners to coordinate calendars, accommodations, meeting materials, supplies, and meals & reservations as needed. Owns the scheduling off all org wide meetings including but not limited to: OLT, SLT, LDI, LDI Oversite and prep, Employee Forums, Committee meetings, Community Partnerships, Monthly New Hire Culture & Values training, Listening Collaboratives, 1:1 scheduling, etc.
• Completes payroll and personnel requests on a routine basis including but not limited to PTO requests, mileage, reimbursements, credit cards, invoices, and more.
• Arranges detailed travel plans and itineraries as requested.
• Prepares expense reports, invoices, presentations, internal/external communication, confidential correspondence and other complex documents.
• Maintains confidentiality of all agency and personnel matters at all times.
• Consistently assesses organizational communication and leverages SharePoint for internal messages and updates i.e. to all staff, to leadership, OLT, SLT, all staff annual message, and mid-year all staff updates
• Coordinates and participates in meetings and committees in support of the CEO when requested.
• Administratively coordinates the evaluation and goal setting process for the CEO and their direct reports, as requested
• Provides administrative support and coordination for employee forums, listening collaboratives, leadership development institutes, and more by working with both the CEO, VP of Technology & Administration, VP of Employee & Volunteer Solutions, as well as other senior leaders as needed.
• Oversees the coordination of the board power point, scheduling of committee meetings, manages board minutes and orientation, and prepares for board awards and all gatherings, under the guidance of the VP of Technology & Admin as well as the President and CEO
• Opens mail, sorts mail, responds to requests, types of letters, and other administrative duties requested including but not limited to participating in the front desk rotation and eventually other rotations as needed.

Knowledge, Skills & Abilities:

• Knowledge of HIPAA privacy policies
• Advanced proficiency in MS Office: Outlook, OneNote, Word, Excel, PowerPoint, etc.

• Problem solving – identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
• Interpersonal skills - maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication – speaks clearly and persuasively in positive or negative situations.
• Written communication – edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Quality control – demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability/Flexibility – adapts to change in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
  1. Must be able to work in a fast-paced environment with demonstrated ability to on and independently prioritize work in order to support multiple leaders.
• Interpersonal Competence--Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires discretion, demonstrated poise, tact and diplomacy.
  1. Must be able to interact and communicate with individuals at all levels of the organization.

• Initiative- Ability to anticipate needs and use independent judgment given limited availability of leaders the position supports

Minimum Qualifications:

Education:

• Associates or Bachelors degree preferred in Business Administration, Communications, Healthcare Administration or similar field
• High School diploma required

Experience:

• Minimum 3 years’ experience as an executive administrative assistant

Licensures & Certifications: (if applicable)

• Valid driver’s license and proof of automobile insurance

Physical Demands:

• Ability to sit for prolonged periods of time; in excess of four hours per day
• Constant use of hands to finger, handling, or feeling; reach with hands and arms; and talk; or hear

• Ability to occasionally lift and/or move up to 10 pounds

• Specific vision abilities required are close vision and distance vision with the ability to adjust focus

Intent & Function:

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the duties of the position. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals.

JOB DESCRIPTIONS ARE NOT INTENDED AS AND DO NOT CREATE EMPLOYMENT CONTRACTS. THE ORGANIZATION MAINTAINS ITS STATUS AS AN AT-WILL EMPLOYER.

Other Duties

• Assist departments and leaders with ongoing needs and/or special projects, including distribution of information, data entry, filing, and research.
• Screens incoming calls and correspondence and responds independently when possible.
• Participate in ongoing education and training offered by the agency.
• Comply with company policies, procedures, guidelines, and Mission Statement
• Build and maintain key relationships within the community.
• Serve as Admin on call
• Serve in rotation for Front Desk support
• Provide membership updates for NPHI, AHHC, etc
• Other duties as assigned.

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