Executive Assistant

Position Summary: 

Performs a variety of confidential functions to support the President/COO and other members of the senior leadership team, department managers, and the governing body of the medical center. Assists with official corporate affairs, as required or as assigned. Trains others on various procedures and gives guidance on a variety of regulatory and corporate matters.

Education, License & Cert: 

High School diploma required; Associates degree in business or executive secretarial studies preferred; however, significant experience as an administrative assistant at the corporate or board level will be considered in lieu of a degree. Minimum of three years of increasingly responsible secretarial experience, preferably at the department head or executive level. Experience working with confidential information required.

Experience: 

Excellent typing and word processing skills. Experience with PowerPoint and Excel required. Excellent oral and written communication skills. Ability to handle a diverse workload; complete assignments with minimal or no supervision; work well under pressure; exercise independent/sound judgment within limits of standard or accepted practice and maintain composure and professionalism should stressful/sensitive situations arise. Experience with handling highly confidential materials and information. Ability to efficiently handle numerous tasks at the same time.

Essential Functions:

1. Primary responsibilities are for providing administrative and secretarial support to the Hospital President, VP of Operations, the Chief Medical Officer of GMG, and the Chief Financial Officer of GCMC with wide latitude for exercising discretion and judgment. This position requires involvement with high‐level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.

2. Responsible for also providing administrative support as needed to the Executive Director of GMG.

3. Responsible for preparation of materials for various board/committee meetings including preparation and mailing of materials prior to meetings as requested, attending meetings as requested, taking meeting minutes, and maintaining board/committee records.

4. Transcribes, types, and prepares documents for mailing or internal distribution. Types of documents include letters, memos, reports, contractual agreements, bylaws, meeting minutes, and forms.

a. Composes routine correspondence as requested.

b. Prepares PowerPoint presentations and Excel spreadsheets.

c. Work is accurate and presented in a professional manner.

d. Maintains records and files as requested.

5. Schedules meetings and appointments; makes necessary arrangements including reserving meeting space, ordering food/refreshments, confirming attendance.

6. Customer Service.

a. Screens incoming telephone calls and directs the call to the appropriate individual. Takes detailed and accurate messages, as required, and relays message(s) to appropriate individual(s) in a timely manner. Places telephone calls, returns telephone calls, based on instructions provided.

b. Assists with answering other departmental telephone lines as needed.

c. Seeks feedback and advice related to work output and timeliness. d. Collaborates with all reports to prioritize workload. 7. Performs special assignments and projects, as requested.

Other Duties:

Other duties as assigned.