Executive Assistant

JOB DESCRIPTION

The Executive Assistant provides assistance and support to a senior vice president, other vice presidents and staff as assigned. The position manages their calendars, anticipates and addresses needs to maximize best use of their time. This includes balancing obligations and commitments to ensure the VP/SVP uses their time efficiently and effectively. This position will demonstrate personal characteristics that include: a professional demeanor, integrity, and a strong work ethic. This position maintains confidentiality of all protected health and sensitive information.

RESPONSIBILITIES

• Answers telephones, prioritizes, screens and redirects calls.
• Answers questions, handles routine matters on own initiative and takes messages.
• Responds to calls and visits from patients, their families and the public at large; determines urgency of the situation and suggests appropriate referrals.
• Maintain electronic appointment calendars; prepares meeting agendas, minutes, and base PowerPoints for division meetings conducted by the leader; prepares announcements and updates to be shared with entire division through a variety of methods (email, video board, intranet site, bulletin boards, etc.) and organizes and prioritizes large volumes of information and calls.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department including but not limited to document preparation, record of meeting minutes, meeting space reservations, catering coordinator, set up, execution and clean up.
• May coordinate, plan, and execute special projects and events as assigned.
• Receives screens, and routes incoming and outgoing mail to appropriate persons or offices and process mail requiring special handling. Composes, types and prepares correspondences, memos, charts, tables, graphs, business plans, etc.; proofreads copy for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copy; and maintains electronic or paper files.
• Generates standard reports from databases and computerized systems.
• Track statistics and data. Provides research and administrative support to special projects/meetings.
• Prepares data on projects/meetings and studies such as analyzing division activities.
• Gathers, investigates, researches analyzes or studies information impacting organization operations.
• Prepares for meetings, notifies participants, prepares agenda, takes and transcribes minutes of special committee meetings, regular meetings.
• Greets visitors/clients in person and on the telephone, answering routine questions, and directing visitors/callers to the appropriate person or department.
• Manages concerns/complaints in a professional, respectful, and effective manner.
• Coordinates communication with appropriate leaders in a timely manner. Interacts on a regular basis with senior level administration, members of board of directors, hospital personnel and visitors.
• Effectively manages the office and maintains supplies, equipment and physical environment.
• Assist in other duties as assigned to support the operational needs of the department and organization.
• May be required to remain on campus immediately before, during, and after severe weather and/or disasters.

QUALIFICATIONS

Minimum Education

• High School Diploma or Equivalent Required

Minimum Work Experience

• 3 years Experience as an executive assistant supporting high level executives. Required

Required Skills, Knowledge and Abilities

• Must be organized.
• Accept accountability for work product.
• Possess excellent written and verbal communication skills.
• Self-motivated.
• Flexible.
• Tactful when working under deadlines in a team environment.
• Proficiency in Microsoft Office Suite & other software programs.
• Use discretion in handling confidential material.
• Managing one's own time and the time of others.
• Ability to work independently as well as in groups.
• Detail oriented with the ability to handle multiple tasks at one time.

ABOUT US

Baptist Health Care is a not-for-profit health care system committed to improving the quality of life for people and communities in northwest Florida and south Alabama. The organization includesthree hospitals, four medical parks,Andrews Institute for Orthopaedic & Sports Medicine, and an extensive primary and specialty care provider network. With more than 4,000 team members, Baptist Health Care is one of the largest non-governmental empl