Executive Assistant BHS

Executive Assistant BHS

• Granger, IN
• Information Systems
• Beacon Health System
• Full-time - Day - Monday-Friday 8:00-5:00
• Req #: 226642

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Summary

Reports to a Vice President. Responsible for providing general administrative assistance including scheduling meetings, taking minutes, coordinating travel arrangements, greeting visitors, responding to telephone calls, preparing communications and detailed reports and completing special projects. Position requires initiative, independent judgment, and the ability to interact effectively with personnel at all levels of the organization, community business leaders, and members of the general public.

MISSION, VALUES and SERVICE GOALS

MISSION: We deliver outstanding care, inspire health, and connect with heart.

VALUES: Trust. Respect. Integrity. Compassion.

SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Responsibilities

Office/Department Duties

Demonstrates a working knowledge of computer systems and proficiency in basic computer skills (Windows, Word, Outlook, Power Point and Excel).

Demonstrates the interpersonal and communication skills (both verbal and written) necessary to develop and maintain productive working relationships and to interact effectively with internal and external contacts. Also requires well-developed telephone usage skills.

Requires the interpersonal skills necessary to maintain effective working relationships and interact effectively with staff, physicians, review agencies, patients and patients' families.

Demonstrates the ability to be self-motivated and analytical with organizational skills to independently work on and complete assignments in time allocated. Also demonstrates the ability to respond quickly and appropriate to demands of the position.

Demonstrates the ability to take and complete assignments from multiple staff members while maintaining flexibility and a positive attitude.

Demonstrates the ability to maintain professional composure under pressure and to handle stress effectively.

Demonstrates and maintains ethical conduct and the ability to exercise discretion.

Performs secretarial duties and provides support for the executive office.

Completely and accurately types correspondence and documents within requested deadlines.

Proofreads documents to ensure correct spelling, grammar, and format.

Records minutes for miscellaneous department meetings.

Answers all calls in courteous and helpful manner.

Takes complete and accurate messages and relays to appropriate personnel.

Coordinates and manages the calendar for Vice President Leaders.

Directs visitors to proper location.

Responds to requests for information and answers general questions regarding policies and procedures or other department matters as appropriate.

Interacts with patients, visitors, employees, Board Members, physicians, and outside agencies in a professional manner.

Responsible for credit card maintenance and reconciliation for Executive Leader.

Demonstrates the ability to be self-motivated and analytical with organizational skills to independently work on and complete assignments in time allocated. Also demonstrates the ability to respond quickly and appropriate to demands of the position.

Completes and processes travel reimbursement for Executive Leader.

Contribute to the overall effectiveness of the department

Completes other job-related duties and projects as assigned

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

Attends and participates in department meetings and is accountable for all information shared.

Completes mandatory education, annual competencies and department-specific education within established timeframes.

Completes annual employee health requirements within established timeframes.

Maintains license/certification, registration in good standing throughout fiscal year.

Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.

Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.

Adheres to regulatory agency requirements, survey process and compliance.

Complies with established organization and department policies.

Available to work overtime in addition to working additional or other shifts and schedules when required.

Qualifications

Education and Experience

The knowledge, skills, and abilities as indicated below are normally acquired through the successful completion of High School Diploma or Equivalent. Minimum of 1 year of experience is required. Experience using Microsoft Office products (Word, Excel, etc.)

Knowledge & Skills

Must be familiar with all aspects of secretarial work and be able to respond to duties effectively.

Keyboarding skills 50 wpm is required.

Responsible for preparing reports; takes notes; composes letters using proper rules of spelling and punctuation.

Training equivalent to a commercial school graduate with special emphasis in business and secretarial courses is preferred.

Need to meet and work with contacts effectively.

Must be tactful, discreet, and maintain confidentiality of various levels of information.

Ability to multitask and work with minimal supervision.

Working Conditions

Works in an office environment

Physical Demands

Intermittent sitting, standing, and walking.

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