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Administrative Executive Assistant

2 months ago

Texarkana, Texas, United States Christus Health Full time

Overview:

This role is pivotal in delivering comprehensive administrative support to the assigned Executive(s), facilitating the efficient management of daily tasks. The Executive Assistant is tasked with navigating a diverse range of scenarios that involve the clerical and administrative operations of the executive offices, often handling matters that require discretion and independent judgment. This position acts as a crucial link between Executives, Medical Staff, Board members, significant donors, colleagues, and the public, making autonomous decisions when necessary and collaborating effectively to support executive functions.

Key Responsibilities:


• Adheres to the established OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.

• Manages the executive's calendar, organizing meetings and appointments as needed; proactively prioritizes appointments, reschedules or declines invitations, and highlights critical dates or conflicts. Adjusts personal workload according to demands.

• Organizes, coordinates, and engages in administrative and board-level meetings, ensuring compliance with organizational bylaws and standards; manages logistics such as meeting rooms, catering, agenda preparation, timely distribution of materials, minute-taking, and follow-up actions, working closely with Committee Chairs.

• Provides courteous and professional reception and telephone services; assesses the nature and urgency of inquiries; resolves issues independently when possible, using knowledge of hospital operations; directs inquiries to the appropriate personnel as needed.

• Reviews incoming correspondence; identifies deadlines and important dates; verifies the accuracy of documents requiring executive signatures; summarizes content as necessary; prepares supporting materials for executive review; offers guidance or initiates responses when appropriate; and coordinates follow-up actions.

• Drafts correspondence that requires an understanding of hospital operations and policies; conducts research and prepares special projects or presentations; establishes and maintains comprehensive filing systems, both paper and electronic, and develops efficient methods for information retrieval.

• Arranges complex travel itineraries for executives or groups, overseeing all aspects of travel including airline bookings, accommodations, meeting spaces, catering, and audio-visual needs.

• In the absence of the executive, addresses requests for information or action; if necessary, relays to the appropriate staff member; intercepts requests and facilitates action; ensures timely responses; determines if the executive should be informed of urgent matters.

• Provides training and assistance to colleagues and subordinates regarding equipment, hospital policies, and workplace standards. Supervises clerical support as required.

• Demonstrates the ability to fulfill assigned responsibilities in a manner that meets the specific needs of the population served by the department.

• Appropriately modifies client assessment, treatment, and care methods to accommodate the unique physical, psychosocial, cultural, and developmental needs of each client served.

• Takes personal accountability to ensure adherence to all policies, procedures, and standards as established by regulatory agencies, the hospital, and other governing bodies.

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

• Requires exceptional communication and organizational skills.

• Performs 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 supporting functions' work processes and environments is preferred.

Licenses, Registrations, or Certifications:

  • No specific licenses required.

Work Schedule:

TBD

Work Type:

Full Time

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