Executive Assistant III

Are you looking to make a difference by improving the health of our patients?  Here you will find an innovative culture that is patient-focused and dedicated to making a difference.  We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible. 

As an Executive Assistant III, must perform a variety of confidential functions to support at least 1 or more Executive Leadership Team members. They assist Executive staff with official business matters as required or assigned.

The Executive Assistant III must have the interpersonal skills to handle confidential information and sensitive situations and ability to interact with a diverse group of people both within and outside of the organization

• Acts as administrative liaison in providing information/delegating services to leadership team, physicians, executives, employees and all other customers
• Demonstrates independent judgment and critical thinking skills, within scope of job responsibilities, in the absence of direct supervision, as measured by indirect managerial observation.
• Demonstrates efficient time management skills, demonstrated by project management and task completion, as measured by managerial observation.
• Maintains highly confidential material and performs highly confidential secretarial duties for Clinical Chiefs, Professional Staff and Administrative Officers as requested.
• Types, composes, transcribes correspondence, forms, reports, etc.; prepares or facilitates preparation of graphics and other presentation materials as necessary
• Attends and records minutes of designated meetings; composes, secures approval, copies and distributes to committee members within 3-5 days of the meetings as noted by supervisory observation.
• Prepares meeting specific materials and distributes prior to meetings within agreed upon time frame as measured by supervisory observation.
• Transcribes dictation and/or written material as requested within 3 working days as noted by supervisory observation.
• Collects data from various sources to prepare reports in a timely manner as noted by supervisory observation.
• Demonstrates excellent communication techniques; takes action to assure standards for messages and telephone communications are met.
• Demonstrates advanced computer skills and knowledge of downtime procedures, as measured by managerial observation.
• Receives and screens visitors and telephone calls; responds to general inquires concerning he administrative activities and/or operation of the division/departments/hospitals on request
• Responds to all incoming phone calls prioritizing need for follow-up as indicated by customer feedback and supervisory observation
• Schedules/coordinates meetings, conferences, special events and appointments; completes travel arrangements and maintains assigned calendar(s).
• Schedules routine meetings within 48 hours of request, notifying principle of potential conflicts as measured through supervisory observation.
• Schedules impromptu meetings within timeframe requested, notifying principle of potential conflicts as measured through supervisory observation.
• Accurately coordinates all aspects of calendar and provides supporting correspondence reports and or information necessary for each meeting on a daily basis as noted by supervisory observation and feedback from other individuals receiving support.
• Prepares travel folders for each trip including approved request for travel, hotel confirmations, seminar registrations, secures travel advances, and prepares expense reports form receipts at conclusion of trip within the required 30 days as noted by supervisory observation and feedback from other individuals receiving support
• Actively promotes the delivery of healthcare through providing excellent customer service and encouraging teamwork
• Proactively resolves problems and makes decisions within scope of authority as observed by supervisor.
• Provides assistance and cross coverage of other team members as requested and observed by supervisor.
• Prioritizes work appropriately and communicates status of ongoing tasks/ projects in a timely manner noted by supervisory observation and feedback from other individuals receiving support.
• Establishes and maintains data management systems. Classifies, sorts, distributes and/or files correspondence, articles, mail, records and other documents
• Maintains manual and automated computer files to allow prompt retrieval of information as observed by supervisor.
• Retrieve, sort and prioritizes 100% of incoming mail daily as measured through supervisory observation.
• Originates, prepares, processes and/or edits personnel, financial or operational reports and documents
• Prepares personnel forms accurately and in a timely manner as observed by supervisor.
• Maintains and prepares all required financial and operations reports as instructed to be noted by supervisory observation and feedback from other individuals receiving support.
• Coordinates credentialing process as observed by supervisor
• Coordinates and/or processes Human Resource/payroll related information as measured through supervisory observation
• Orders, receives, stocks and/or distributes supplies and/or equipment
• Follows Materials Management policies and procedures when ordering supplies with no more than 1-2 exceptions per year.
• Places orders within agreed upon timeframe as observed by supervisor
• Performs similar or related duties as requested or directed

Education:

• High School or GED, required
• Associate degree or training as an administrative assistant, preferred

Experience:

• Minimum 5 years of experience as an Executive Assistant supporting director or above level position, required
• Minimum 1 year of experience with budget management and budget planning, required
• Minimum 1 year of experience with vendor and contract management, required
• 1 year of experience with project management and utilizing project management tools (e.g., Monday.com, clickup, teamworks, smartsheet)

Skills:

• Computer Skills
• Data Management
• Reading / Writing / Comprehension
• Build Relationships
• Maintain Confidentiality
• Interacting with People

Physical Requirements:

• Light Work - Exerting up to 20 lbs of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.
• Occasional grasping, lifting, pulling, pushing, reaching, standing, stooping, and walking.
• Frequent hearing, repetitive motion, talking, and visual acuity (color, depth, perception).
• Constant typing / clerical / dexterity and seeing / monitor / computer use

Travel:

• Occasional travel - the job may require travel from time-to-time, but not on a regular basis

Bassett Healthcare Network’s commitment to our employees includes benefit programs carefully designed with the needs and values of all our employees in mind. Many of the benefits we offer are paid fully or in large part by Bassett. Our generous benefits offerings include:  

• Paid time off, including company holidays, vacation, and sick time
• Medical, dental and vision insurance
• Life insurance and disability protection
• Retirement benefits including an employer match 
• And more!

Specific benefit offerings may vary by location and/or position.