Executive Administrative Coordinator

2 weeks ago

Stockton, California, United States Community Medical Centers, Inc. Full time
Job Overview

Position Level: Senior
Location: Administration Department
Compensation: $27.32 per hour

POSITION SUMMARY:

The Executive Administrative Coordinator delivers comprehensive secretarial and clerical assistance to the Chief Operating Officer (COO) and Chief Nursing Officer (CNO). This role encompasses managing correspondence, developing policies and procedures, facilitating interdepartmental communication, and providing essential office support including filing and copying.


KEY RESPONSIBILITIES:
  • Offer high-level administrative support to the COO and CNO.
  • Proactively prioritize tasks and make decisions in the absence of the COO and/or CNO to ensure effective delegation and resolution.
  • Serve as a communication bridge between staff and the executive team to enhance information flow.
  • Attend meetings, take minutes, and prepare necessary materials including handouts and refreshments.
  • Prepare and disseminate documents and protocols to relevant personnel across all locations.
  • Assist the COO and CNO in coordinating various administrative tasks.
  • Support the compilation of data for staff performance assessments.
  • Create and update forms as needed.
  • Coordinate staff meetings and act as the primary contact for team members reporting to the COO and CNO.
  • Draft, type, and organize correspondence, reports, and other essential documents.
  • Handle sensitive information with discretion and professionalism.
  • Arrange travel logistics as required.
  • Perform additional general secretarial duties as assigned by the supervisor.
  • Manage incoming calls and greet visitors professionally.
  • Assist in the revision and maintenance of policy and procedure manuals.
  • Oversee special projects as directed.
  • Execute other duties as necessary.

MINIMUM QUALIFICATIONS:

High School Diploma/GED with a minimum of 7 years of experience, an Associate's degree with 5 years of experience, or a Bachelor's degree with 3 years of experience. Experience should be primarily in administrative roles, demonstrating a progression to higher-level responsibilities. A minimum of 2 years must be in an executive management capacity. Experience in healthcare administration is preferred. Proficiency in word processing at 70 wpm is required, with certification to validate this skill.


PERFORMANCE EXPECTATIONS:

Strong understanding of organizational policies, procedures, and systems. Familiarity with office management practices and secretarial protocols. Basic mathematical skills for calculations and reconciliations. Ability to review and edit reports and correspondence effectively. Strong proofreading skills to identify errors in written materials. Capability to prioritize tasks and manage workload efficiently. Ability to represent the COO and/or CNO with minimal guidance. Proficient in managing challenging situations independently. Competence in composing correspondence in line with established policies and guidelines. Ability to maintain detailed records and prepare comprehensive reports. Strong interpersonal skills to interact with staff diplomatically. Competence in planning, organizing, and overseeing committee work. Ability to schedule meetings and coordinate logistics with all stakeholders. Proficient in using word processing software and advanced applications such as Microsoft Office and the Internet. Strong multitasking abilities.


PHYSICAL DEMANDS:

This role requires prolonged periods of sitting, along with some bending, stooping, and stretching. Adequate eye-hand coordination and manual dexterity are necessary for operating office equipment. Normal hearing and vision are required to prepare and communicate reports. Ability to lift papers or boxes weighing up to 25 pounds is essential. Proficiency in typing at 70 wpm is also required.


WORKING ENVIRONMENT:

Work is conducted in an office setting with frequent interactions with staff and the public. The role may involve stressful situations and may require working outside of standard hours.

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