Administrative Assistant is responsible for providing administrative support for members of the Senior Leadership Team of Billings Clinic. Position is responsible to anticipate the needs of the Senior Leadership Team and ensure preparedness in all areas by administering programs, projects and or processes to support key strategies, project facilitation and prioritization. Assists in the preparation and control of records, statistics and reports regarding business operations. Serves as a liaison with others inside and outside of the company.

Essential Job Functions

• Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Assists the Senior Leadership Team in various professional capacities on a daily basis, anticipating needs and ensures preparedness in all areas by administering programs, projects and or processes to support key strategies, project facilitation and prioritization. Works with minimal supervision. Takes appropriate action during the presence and absence of Senior Leadership Team members utilizing initiative and judgment to ensure all matters requiring attention are addressed promptly and effectively, or are brought to the attention of a member of the Senior Leadership Team.
• Assists in the preparation and control of records, statistics and reports regarding business operations. May participate in various budgeting related activities. Performs data gathering and analysis for coordination of various projects requiring independent judgment with minimal supervision. Composes, drafts, and prepares correspondence, memorandums, and reports.
• Coordinates special events, committee meetings, conferences, and/or retreats as appropriate. Develops plans, budgets, presentations, arranges for speakers, arranges for CEUs, monitors invoices and expenses and maintains expenses within agreed upon budget, etc.
• Coordinates and maintains appointment calendars, arranges meetings including preparation of meeting notices, agendas, and presentation materials, etc. Takes notes and transcribes minutes for various administrative meetings. May facilitate and coordinate bi-weekly payroll review and authorizations for Senior Leadership Team’s direct reports.
• Answers multi-line telephone and screens incoming calls and assists caller whenever possible or directs to the appropriate individual or department as needed.
• Develops and maintains effective office procedures and efficient work flow to include telephones, office reception, filing, copying, distribution of mail, and faxing documents. Maintains confidential files and data.
• Coordinates travel arrangements and itineraries for Billings Clinic staff members.
• Responsible for arrangement, typing, distribution and maintenance/revision for all Billings Clinic administrative policies. Coordinates with Billings Clinic management staff to revise polices.
• Coordinates and facilitates all paperwork and information gathering for the annual performance appraisal for all direct reports.
• Performs other duties as assigned or needed to meet the needs of the department/organization.