EXECUTIVE ASSISTANT

Reports To: Chief People Officer (CPO)

Employee Type: EXEMPT X NON-EXEMPT

POSITION SUMMARY:

The Executive Assistant provides high-level, confidential executive, administrative, and development support to the Executive Leadership Team, except the CEO. The Executive Assistant will also facilitate all functions of the medical staff committee and executive meetings.

This job description is intended to identify some of the primary duties and responsibilities. MAYERS MEMORIAL HOSPITAL DISTRICT reserves the right to modify, supplement, delete or augment the duties and responsibilities specified in this position description, at MAYERS MEMORIAL HOSPITAL DISTRICT’S sole and absolute discretion.

POSITION QUALIFICATIONS:

High School Diploma.
5-10 years of experience in providing support for upper-level management in a related organization, office management or administrative setting.
Proficiency in Microsoft Office applications.
1-2 years of experience in hospital setting preferred.

POSITION RESPONSIBILITIES:

General Competencies:

Professional behavior is demonstrated, both when on duty and as a representative of MMHD outside of normal work hours.
Ability to work with others, at all levels within the organization, and collaborate effectively.
Above-average interpersonal, problem-solving, and written and oral communication skills.
A positive working relationship with a broad range of people including major donors, Board members, foundation staff, colleagues of the CEO and staff, and others.
Ability to learn new software.
Ability to conduct research and present data in a succinct and well-written manner. Ability to make appropriate recommendations or conclusions, given the data obtained.
Ability to work independently and with professional discretion.
Excellent writing, editing, grammatical, organizational, and research skills.
Produces deliverable products on time, within budget with minimal direction.
Maintains an organized set of records, upon request, for the functions that are performed within the scope of this job.
Communicates appropriately and clearly to directors, managers, and coworkers.
Demonstrates ability to effectively use office machines in the performance of job functions.
Answers phone calls, assists public, and forwards appropriately if necessary in a professional and friendly manner.
Other duties as assigned.

Specific Competencies:

Assists the Executive Team with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging detailed travel plans, itineraries and agendas and compiling documents for meetings.
Communicates with the general staff on the Executive Team’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Executive Team, OMT, and members of MMHD staff.
Supports Executive Team in his/her external commitments related to MMHD, including service on external boards, committees and other groups.
Administratively supports Executive Team with calendar management, formatting documents, surveys set up, MMHD correspondence and other administrative tasks as directed.
Prepares an account of the meetings and designates and follows up on assigned action items.
Assists in maintaining logs or records, as assigned.
Files contracts and maintains current electronic database of contracts.
Assists with development of meeting calendars.
Maintains an orderly filing system.
Assembles materials, coordinates and acts as a liaison for reports and special questionnaires as assigned.
Responsible for attendance at medical staff committee meetings, preparing monthly calendars, agendas and information packets and acts as scribe for the meetings.
Managers MMHD Work Comp, Auto and General Liability insurance programs and renewals.

Professional Requirements:

Adheres to dress code; appearance is neat and professional.
Completes annual education requirements if applicable.
Maintains regulatory requirements.
Wears identification while on duty.
Attends annual evaluation and participates actively in this process.
Reports to work on time and as scheduled; completes work in designated time.
Attends all meetings as appropriate.
Exhibits the mission, ethics and goals of Mayers Memorial Hospital District in the performance of job duties.

WORKING CONDITIONS:

Willingness to work beyond normal working hours and in other positions temporarily when necessary.
Is involved with personnel, visitors and government agencies, etc., when necessary.
Must function independently, have personal integrity, have flexibility and the ability to work effectively with other personnel, clients and support agencies.

PHYSICAL REQUIREMENTS: