Senior Executive Administrator

1 week ago

Texarkana, Texas, United States Christus Health Full time

Overview:

This role is pivotal in delivering comprehensive administrative assistance to the assigned Executive(s), facilitating their daily responsibilities through a range of clerical and organizational tasks. The Executive Assistant is adept at managing various situations that arise within the executive offices, often addressing matters that do not require the executive's direct attention. This position acts as a crucial link between Executives, Medical Staff, Board members, significant donors, colleagues, and the public, making independent decisions when necessary and collaborating effectively as part of a team to support executive functions.

Key Responsibilities:


• Uphold the standards of the relevant OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.

• Manage the executive's calendar, organizing meetings and appointments as requested; proactively prioritizes appointments, reschedules or declines invitations, and highlights significant dates or conflicts. Adjusts personal time management according to workload demands.

• Organize, coordinate, and engage in administrative and board-level meetings, adhering to guidelines set forth in Hospital Bylaws, JCAHO Administrative and Board standards, and other regulatory bodies. Responsibilities include scheduling meeting venues, arranging catering, preparing agendas, distributing materials in a timely manner, recording and transcribing minutes, coordinating follow-up actions, and collaborating directly with Committee Chairs.

• Provide courteous and professional reception and telephone services; skillfully assesses the nature and urgency of inquiries; addresses questions and resolves conflicts independently when possible, utilizing personal judgment and knowledge of hospital operations; refers matters to the appropriate personnel when necessary.

• Review incoming correspondence; identify deadlines and suspense dates; verify the accuracy of documents requiring the executive's signature; summarize content as needed; supply necessary background information for the executive's review; offer advice or initiate responses when appropriate; and coordinate follow-up as required.

• Draft correspondence that necessitates an understanding of hospital operations and policies; research and prepare special projects or presentations; initiate and maintain extensive and complex paper and electronic filing systems, developing methods for organizing and retrieving information efficiently.

• Arrange intricate travel plans for individual executives or groups, including authorizing airline travel, accommodations, conference rooms, and catering services.

• In the absence of the executive, address requests for action or information; if needed, relay to the appropriate staff member; intercept requests and assist in implementing actions; ensure timely responses; determine whether the executive should be informed of significant or urgent matters.

• Provide support and training to peers and subordinates on equipment, hospital policies, and workplace standards. Supervise clerical support as necessary.

• Demonstrate the capability to perform assigned responsibilities in a manner that meets the specific and developmental needs of the populations served by the department.

• Appropriately adjust assigned client assessment, treatment, and/or care methods to cater to the unique physical, psychosocial, cultural, age-specific, and other developmental needs of each client served.

• Take personal accountability to ensure adherence to all policies, procedures, and standards as established by state and federal agencies, the hospital, and other regulatory entities.

• Execute all duties in a manner that safeguards patient confidentiality and refrains from soliciting or disclosing any confidential information unless necessary for the performance of assigned job responsibilities.

• Exhibit exceptional communication and organizational skills.

• Perform additional duties as assigned.

Qualifications:

Education/Skills

  • High School Diploma is required.

Experience

  • A minimum of 3 years of experience in office and calendar management is required.
  • Experience in supported functions' work processes and environment is preferred.

Licenses, Registrations, or Certifications

  • No specific licenses required.

Work Schedule:

TBD

Work Type:

Full Time

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