Executive Assistant 2

Executive Assistant IISummary

The Executive Assistant II is responsible for providing overall secretarial support to the Executive(s) to whom assigned to accomplish daily workloads, with duties including or comparable to those indicated below.

The Executive Assistant handles a wide variety of situations involving the clerical and administrative functions of the executive offices, which often cannot be brought to the attention of the executive.

The Executive Assistant II serves as a liaison between the Executives, Medical Staff, Board members, major donors, associates, and the public—making independent decisions when appropriate and working as part of a team for overall support of executives.

Responsibilities

• Maintain executive's calendar, scheduling meetings and appointments as requested.
• On own initiative, establish appointment priorities, reschedule or refuse appointments or invitations, and draw attention to important dates or conflicts.
• Prioritize own time according to workload demands.

Meetings and Coordination

• Plan, coordinate, and participate in administrative and board-level meetings.
• Follow guidelines in Hospital Bylaws, JCAHO Administrative and Board standards, and other regulatory entities.
• Schedule meeting rooms, order catering, prepare agendas, perform timely mail-outs, take and transcribe minutes, coordinate follow-up actions, and work directly with Committee Chairs.

Reception and Communication

• Provide polite, courteous, and professional reception and telephone service.
• Tactfully determine the nature and urgency of business.
• Answer inquiries and resolve conflicts independently whenever possible using own judgment and knowledge of hospital operations; refer to the appropriate person if necessary.

Correspondence and Documentation

• Read incoming correspondence; determine deadlines and suspense dates.
• Check accuracy of documents requiring executive's signature.
• Summarize content if needed; provide necessary backup material for executive's review.
• Offer advice or initiate reply if appropriate; coordinate follow-up as necessary.
• Compose correspondence requiring understanding of hospital operations and policies.
• Research and prepare special projects or presentations.
• Initiate and maintain large and complex paper and electronic filing systems.
• Develop methods for organizing and retrieving information.

Travel and Scheduling

• Make complex travel arrangements for individual executives or groups, authorizing airline travel, lodging, conference rooms, catering, and audio-visual equipment.

Executive Support

• In the executive's absence, respond to requests for action or information.
• Relay to appropriate staff member if necessary.
• Intercept requests and help implement action.
• Ensure timely response and decide whether the executive should be notified of important or emergency matters.

Leadership and Training

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

Competency and Compliance

• Demonstrate competence to perform assigned responsibilities in a manner that meets the population-specific and developmental needs of the members served by the department.
• Appropriately adapt client assessment, treatment, and/or care methods to accommodate the unique physical, psychosocial, cultural, age-specific, and other developmental needs of each client served.
• Take personal responsibility to ensure compliance with all policies, procedures, and standards as promulgated by state and federal agencies, the hospital, and other regulatory entities.
• Perform all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless necessary in the performance of assigned job duties.
• Must have excellent communication and organizational skills.
• Perform other duties as assigned.

Job Requirements

Education / Skills

• High School Diploma required.

Experience

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

Licenses, Registrations, or Certifications

• Certified Administrative Professional (CAP) certification preferred.
• Professional Administrative Certification of Excellence (PACE) preferred.

Work Schedule

• Hours: 8:00 AM – 5:00 PM
• Days: Monday–Friday

Work TypeFull Time

Job Types: Full-time, Contract

Pay: Up to $26.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Executive Assistant : 3 years (Required)
• Healthcare: 1 year (Preferred)

License/Certification:

• Administrative Professional (CAP) certification (Preferred)
• PACE (Preferred)

Ability to Commute:

• Irving, TX Required)

Work Location: In person