EXECUTIVE ASSISTANT

Job Summary:

To provide administrative and secretarial support to the Executive Administrative Staff

Essential Values-Based, Leadership and Management Competencies:

Demonstrates competencies in line with the five core values that are the foundation of all activities performed by employees to achieve the Mission of Artesia General Hospital

• Servant Leadership: Demonstrates competence in serving others and prioritizing their needs.
• Excellence: Demonstrates competence in striving for the highest quality in all aspects of work.
• Respect: Demonstrates competence in respecting others and valuing their contributions.
• Virtuousness: Demonstrates competence in maintaining high ethical standards and integrity.
• Innovation: Demonstrates competence in embracing new ideas and technologies to improve healthcare.
• Community: Demonstrates competence in fostering a sense of community and collaboration.
• Education: Demonstrates competence in promoting continuous learning and development.

ESSENTIAL FUNCTIONS:

• Receives and assists visitors, employees, and telephone calls for CEO, CFO, CNO, and COO.
• Types correspondence for CEO, CFO, CNO, and COO to include word processing/typing of letters, memos, forms, contracts, policies and procedures
• Assists CFO with legal matters and data collection
• Completes Provider PTO requests - enter into outlook calendars
• Creates and sends out Administrator on Call schedules
• Orders/Manages office supplies and Sorts/Distributes daily mail, documents, and internal correspondence
• Reviews and collects Administrator signature for completed Expense and Check requests
• Meeting minutes; takes and timely types notes for distribution
• Lead for Setup/Clean-up for luncheons/meetings
• Sets up/Initiates WebEx conferences
• Schedules and maintains travel arrangements for hospital conferences/trainings and physician/director recruitment
• Creates agendas/schedules for meetings and onsite visits
• Reconciles credit card to invoices/charges
• Controls and Manages meeting room schedules (Boardroom, Small Conference, and Classroom)
• Distribute invoices and ensure CFO signs all invoices/POs.
• Basic correspondence & Excel tables for CEO, CFO, CNO, and COO
• Manages Stock in the Board Room
• Lead for stocking copy machine and clean-up of copier room

ADDITIONAL RESPONSIBILITIES:

• Other duties as assigned.

KNOWLEDGE/SKILL/ABILITIES:

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point). Adobe Acrobat, and Social Media web platforms.
• Database management skills
• Resourceful, proactive, and detail oriented.
• Excellent written and verbal skills;
• Ability to work well under pressure, adapt to changing responsibilities, and multiple assignments;
• Excellent customer service & organization skills;
• Handle sensitive tasks and documents with complete confidentiality and discretion

AGE-RELATED COMPETENCIES: N/A

Information Management: Treats all information and data within the scope of the position with appropriate confidentiality and security.

Risk Management/Quality Management/Safety: Cooperates fully in all Risk Management, Quality Management, and Safety Activities and Investigations.

ENVIROMENTAL CONDITIONS: Work environment consists of daily patient contact, which may include exposure to blood, or other body fluids.

MINIMUM POSITION QUALIFICATIONS:

• Education - Associates Degree or equivalent training/experience.
• Work Experience - Two years in an executive secretarial level position.
• Training - N/A
• License/Certification - N/A

PREFERED POSITION QUALIFICATIONS:

• Previous Para Legal Experience.
• Previous Accounting Experience.
• Previous experience in an office setting
• Two years college