EXECUTIVE ASSISTANT
4 days ago
- Answer phone to assist with transferring to appropriate party, taking complaints, or assisting with questions.
- Create and modify documents with proficiency using Microsoft Office (Word, Excel, Publisher and PowerPoint).
- Perform general clerical duties including photocopying, faxing, mailing, scanning, filing etc.
- Maintain hard copy and electronic copy filing system.
- Maintain a detailed organized schedule for self and the Administrators.
- Point of contact for Administrators when out of the office.
- Assist Administration with communication and calendar coordination.
- Maintain, coordinate, and distribute the Administrative On-Call Calendar which includes Administration, Maintenance, and Information Technology.
- Setup and coordinate meetings (this includes scheduling, preparing the area, cleaning up the area after meetings, occasionally assisting with serving).
- Ordering meals for various meetings and department upon request.
- Maintain confidentiality in all aspects of office, physician, and patient information.
- Prepare agendas and record minutes for committee meetings.
- Make travel arrangements for staff or Administration.
- Assist with organization and set up of special events, such as fundraising events, breakfasts, lunches, etc.
- Ordering and maintaining a beverage supply in Administration (and Satellites on occasion.)
- Maintain and stock supplies in Board Room and 1st floor conference room.
- Updating and publishing the internal phone list as new physicians and staff are added.
- Updating the mailboxes in the mailroom as providers/department/locations change.
- Updating any current information to physicians and staff through email.
- May assist with academic program when needed.
- Coordinating with department supervisors to set up bi-monthly meetings.
- Access and maintain the key safe within Administration.
- Patient medical record retrieval.
- Making and hanging of holiday signs regarding clinic closings.
- Maintain files for all leased and owned properties and associated equipment.
- Coordinate and maintain Birthday Cards and gifts for all staff and physicians.
- Register Physicians and staff for Conferences and Seminars (Annual Risk Management, etc.)
- Order and maintain supplies for Administration and Human Resources.
- Coordinate & facilitate the United Way Yearly Campaign and Feed the Need Campaign.
- Notary Public: will be required to become Notary Public and be available to notarize documents for both staff and patients.
- Lamination: Order and maintain supplies for Laminating Machine, laminate items as requested by Administration and other departments.
- Federal Express: Maintain supplies and assist in the shipment of items by Fed Ex
- USPS: Maintain supplies for Certified Mail with Return Receipt and assist in the mailing of such items.
- Assist with the Facilities/Maintenance Manager with credit card use, parking stickers for staff, putting in work orders for Administration if needed.
- Other duties as assigned or necessary.
- Must be able to maintain confidentiality.
- Must be organized, deadline driven and able to multi task with several ongoing projects.
- Microsoft and PC proficient.
- Excellent writing, analytical and problem solving skills.
- Ability to operate standard office equipment.
- Ability to follow oral and written instructions.
- Must be able to work well in a team environment.
- Must be able to work independently, self-motivate and able to prioritize.
- Excellent communication skills.
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