Executive Assistant

Overview:

1. Uses an appropriate problem-solving approach to plan performance of services.

• Manages meetings, agendas, minutes and needed technology for success.
• Organizes and completes activities for assigned projects/reports in a timely manner.
• Coordinates travel arrangements for office staff and others as necessary, to ensure needs are effectively met.
• Sorts, prioritizes, and distributes incoming mail of both routine and confidential nature
• Uses own initiative to compose and type routine correspondence.
• Provides backup support for Administrative and Executive Assistant. 
• Establishes rapport and cross-coverage with other Senior Management support staff to ensure continuous and appropriate office support needs are met.
• Completes/reconciles expense reports as needed.
• Other duties as needed in support of effective management of the Corporate Office and Corporate activities. 

 

2. Provides services with consideration of the physical, psycho-social, cultural/spiritual, and age-specific needs of those served.

• Acts as receptionist for the Corporate Office by greeting (both in person and on telephone) visitors, patients, volunteers, and employees in a pleasant and professional manner. 
• Makes customers feel at ease by performing office hostess duties.
• Coordinates the FHPG Board meeting and activities; serves as recording secretary for the Board.
• Coordinates QualityFirst meetings and other meetings as requested including distribution of meeting notices, agenda preparation, recording minutes, and other necessary administrative support activities.

 

3. Uses equipment/supplies correctly.

• Coordinates resources and supplies to ensure daily workload is completed in a productive, efficient manner.
• Prepares correspondence in proper format that minimizes rework prior to final distribution.

 

4. Uses appropriate safety and infection control measures.

 

5. Teaches/directs/advises/informs others in an appropriate manner.

• Coordinates supervisors’ schedule and communicates orally and in writing any changes in a timely manner.
• Communicates information to leadership, staff, physicians, and community members accurately and in a timely manner.
• Maintains calendar of appointments and activities for CMO, CQO, President FHPG, CSIO.
• Supports medical affairs leaders as needed.

 

6. Reports/records information correctly.

• Maintains organized filing system that allows immediate access and retrieval.

Acts as payroll preparer for medical affairs and others as assigned.

Qualifications:

Associate degree in healthcare or business with minimum of five years’ office support experience required.  Bachelor’s degree preferred.  Experience within the healthcare environment preferred.