Executive Assistant II - Kettering College

Job Details

Kettering College| Kettering | Full Time | Days 

Responsibilities & Requirements

Supports the President in addressing the responsibilities of the position.

• Assists the President in the development and dissemination of internal and external communications. Prepares major reports, speeches and presentations for the President.
• Prioritizes, researches and ensures follow-through of the President’s internal and external workload and pressing issues. Addresses issues for the President as assigned.
• Develops the President’s calendar and notifies President when immediate action is necessary.
• Represents the President in internal and external meetings and functions.
• Implements special projects and conducts research for the President.
• Involved substantially in complex, highly sensitive confidential administrative matters.
• Coordinates various projects and functions and manages the annual calendar of the President.
• Supports the President in tracking progress on the goals assigned by the Board.
• Develops a calendar of events and activities for the President.
• Regular attendance is expected.
• Drafts outline for the PowerPoint for Board presentation and assist with it aligning with the College brand.
• Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.

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  Serves as the Recording Secretary of the Board of Trustees

• Works with the President and members of the Executive Leadership Team to coordinate the development of Board meeting agendas.
• Responsible for the preparation of minutes of Board meetings and ensures that open session minutes comply with state law and college policy.
• Maintains discretion and confidentiality in all actions related to the Board and to the President.
• Prepares the monthly packet of materials that accompany the Board agenda. Remains well informed of Board Policy and supports the President in ensuring that actions during Board meetings are consistent with these policies.
• Conducts research and completes projects that address College and Board issues.
• Serves as a liaison to the Board on behalf of the President. Responds to Board member inquiries and supports Board members in addressing their responsibilities.

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  Office Management for the Administration Building

• Plans, organizes and assigns the work of support staff and student workers within the Office of the President.
• Responsible for ensuring a responsive and efficient office climate in the Administration Building through effective collaboration among administrative assistants and support staff members working in the building.
• Interviews, recommends and evaluates the performance of support staff and student workers within the Office of the President.
• Meets periodically with all administrative assistants and support staff in the President’s Office to ensure the coordination of work and service to constituents.

• Knowledge, Skills, and Abilities

• Discernment to identify and analyze a variety of issues and problems, making recommendations and/or taking action to resolve them.
• Ability to prioritize and complete assignments independently, while balancing competing needs.
• Ability to retrieve and communicate information quickly, clearly, and accurately, in both oral and written form.
• Ability to produce clear, concise, written documents, presentations and reports.
• Ability to maintain strict confidentiality and discretion.
• Propensity to respond flexibly with a positive attitude in all circumstances.
• Commitment to demonstrate exemplary service, ethics and highest professional standards.
• The Executive Assistant II provides direct administrative support for at least one Facility President (Campus, Kettering College, etc.) and additional Executives and Directors as assigned.This position maintains the highest level of confidentiality exercising tact and diplomacy. Coordinate large scale projects, local administrative office, and other administrative staff though dotted line. Contributes to strategic planning and data analysis. Serves as a communication link between the executive’s office and various constituencies of the organization (physicians, employees, patients, patients’ families, and business community).Administrative support includes, but is not limited to, scheduling meetings, and maintaining calendars, overseeing special projects, preparing for meetings and taking minutes, coordinating travel arrangements, tracking expenses, maintaining records, managing information to internal and external customers, planning organization events, and preparing correspondence, reports and presentations.The EA II plays a key role in ensuring local campus administrative office operations run smoothly and licensure/accreditation requirements are met. Hospital-based executive assistants ensure the facility meets ACHC regulatory requirements and maintains the ACHC Chapter 1 digital binder for compliance.College-based executive assistants ensures that all requirements of the Board of Directors and licensures are fulfilled. This position provides a high level of customer service and problem resolution. Performs other duties, as assigned. Job Requirements Associate degree required, or equivalent experience. 4 years of equivalent Executive Assistant Level experience would be considered equivalent to a 2-year degree. Minimum Work ExperienceEquivalent experience and/or additional training in field and prior administrative support experience preferred (3-5) years.• Excellent organization and time management skills• Ability to effectively handle stressful situations• Proficient in Microsoft Office applications• Ability to use the KH Intranet and internet effectively and efficiently• Strong written and verbal communication skills• Excellent customer service and public relations skills• Ability to use sound ethical judgement• Ability to use problem solving techniques and critical thinking skills• Possesses detail-oriented skills• Ability to work independently in the absence of specific instructions• Ability to adapt and be flexible• Ability to maintain effective business relationships across the Network and community• Ability to receive feedback in a constructive and positive manner• Ability to effectively supervise and coach staff• Ability to take on accountability and leadership in complex situations Job Responsibilities:• Lives the Mission, Vision, and Values of the Network and uses sound ethical judgement.• Knowledge of current management and social theories and techniques, (b) regulatory, licensure and accreditation standards and compliance• Maintain effective business relationships across the System and community.• Acts as a pro-active problem solver including identifying current problems, comparing data from multiple sources to draw conclusions, effectively developing an appropriate solution, and taking actions consistent with available facts, constraints, and probable consequences.• Handles meeting preparation and follow-up including room arrangements, presentations, and data assembly, recording minutes and tracking/coordinating action items.• Provide direction over local administrative office, including daily workflow oversite as well as providing input on hiring.• For hospital-based executive assistants, updates information and documents on the hospital’s Administration intranet page• Coordinates efficient use of executive’s time, including assisting with prioritizing requests, plans and coordinates travel arrangements.• Coordinate special events and special projects planning for timely completion of projects and handling responses as appropriate.• For hospital-based Coordinator, updates information and documents on the hospital’s Administration intranet page• Oversees local campus ACHC support activities. This includes acting as the principal trainer and mentor to the system’s other Executive support positions and licensure/ accreditation matters.• Schedules meetings and maintains calendars, including pro-actively handling scheduling conflicts• Provides other administrative support including gathering data, producing reports and presentations, handling correspondence.• Updates information and documents on the hospital’s Administration intranet page• Acts as public face for Executive’s office including managing phone, mail, email and visitor traffic• Schedules meetings and maintains calendars, including pro-actively handling scheduling conflicts• Manages administration’s support staff including daily workflow oversite, as well as input on hiring, disciplinary actions and evaluations.• Handles meeting preparation and follow-up including room arrangements, presentations and data assembly, recording minutes and tracking/coordinating action items.• Provides other administrative support including gathering data, producing reports and presentations, handling correspondence.

  Overview

  Kettering Health is a not-for-profit system of 14 medical centers and more than 120 outpatient facilities serving southwest Ohio. Our mission is to live God’s love by promoting and restoring health. Our commitment to our patients is to help individuals be their best. With that context, safety is our top priority. We provide an integrated system of healthcare experts committed to providing exceptional care.