Job Description: Provides administrative support to the President & CEO, Executive Vice President, and Executive Chair to the Board of Trustees. Provide administrative support to executive team members, as needed. Serves as Office Manager of executive administrative support in the Executive Suite.
- Answers telephone for the President & CEO and the EVP & Chair of Board in a professional and courteous manner. Screens calls for purpose of call. Triages calls and handles those appropriate. Takes complete and accurate messages and relays to appropriate party
- Assists with special projects and functions as needed; including Mercy Spirit Awards.
- Communicates with other administrative staff regularly. Relays pertinent messages or information in a timely manner; establishes schedules, oversees time off requests. Holds quarterly staff meetings.
- Coordinates and oversees the scheduling of the Truman T. Semans Conference Room.
- Oversees/coordinates the holiday decorations and budget; oversees physicians holiday party
- Exhibits initiative and independent problem solving by personally handling unique requests/situations with senior management, physicians, and others.
- Acts as liaison with Mercy physicians, department heads and external parties (including legislators, donors, Board members, legal counsel) on business and program development issues and special projects; supports the Executive Chair, Board of Trustees on board meetings, minutes, coordinates all support for board meetings. Serves as Board liaison.
- Maintains all Corporate documents in accurate and efficient files.
- Maintains calendar and schedules meetings for President & CEO and EVP & Chair of Board. Uses initiatives and independent judgment on meeting times, proper attendees, etc.; serves as backup on all other Executives calendars/admin support.
- Maintains high level corporate strict confidentiality.
- Reviews and maintains a schedule to keep the overall appearance of the Executive Suite in order.
- Services as Office Manager for executive administrative support. Coordinates executive suite coverage and calendars. Supervises Executive Office Secretary.
- Serves as e-Time timekeeper and manager of all Executives and executive staff; backup for two other departments as timekeeper and manager.
- Oversees office compliance regarding Joint Commission and serves as primary point person, communications key and resource during Joint Commission Surveys; responsible for maintaining current state and regulatory licensing deadlines/certifications.
- Orients all new hospital based Executive Assistants with a comprehensive oversight of policies, procedures and organizational structure.
- Prepares correspondence, contracts, reports, and presentations within predetermined timeframe with accuracy and efficiency. Utilizes a number of software programs such as PowerPoint, Excel, Word, etc. to prepare materials. Maintains/Administrates Diligent Board Book-online resource.
- Researches, collects, and prepares data for projects and programs using the internet and other sources.
- Triages mail for executives supported. Develops responses, when appropriate, in an independent and timely manner.
Requirements: Education and Work Experience:
- Must possess a high school diploma or GED
- Bachelor's Degree preferred
- 5-10 years supporting executive-level management preferred
- Supervisory experience preferred; hospital/healthcare experience preferred
Knowledge, Skills, and Abilities: - Computer proficiency and technical aptitude with the ability to utilize one or more of the following: Microsoft Word, Power Point, Excel, & Microsoft Outlook
- Must be able to read, write, and speak the English language in an understandable manner.
- Must be able to work independently and possess the ability to make independent decisions when circumstances warrant such action.
- Must possess the ability to effectively communicate and deal tactfully with other personnel, visitors, patients, physicians, customers, and the general public.
- Must be flexible (including flexibility of work hours).
- Must have personal integrity and the ability to function effectively as a team with other employees.
- Must be able to maintain confidentiality of highly sensitive matters.
- Must be able to follow written and oral instructions.
Other Requirements: - Work organization and time management
- Office maintenance and organization
- Basic business writing for letters and reports
- Management of orderly, well-maintained departmental area and equipment
- eTime record-keeping
- Preparation of typed documents and reports
- Must be able to type 50wpm
Hours Per Week:
40
Shift:
Day
Travel Between Locations Required:
No
