The Executive Assistant–CCHHS provides executive support to the Direct Appointee and serves as the primary point of contact for the office of the Direct Appointee. This individual will provide administrative support, representation, event planning, and project management as well as providing interface with entities and organizations as requested. Organizes, coordinates and oversees special projects. Must be creative and enjoy working in an environment that is mission focused, results driven and community oriented.

Typical Duties

• Plans the Direct Appointee’s daily calendar tracking all appointments, preparing materials for all meetings, etc.
• Composes high level correspondence and memoranda independently and with professional quality
• Responsible for preparing executive correspondence and performing complex administrative duties in preparation of administrative and fiscal projects, including preparation of spreadsheets, charts, conducting research, etc.
• Responsible for the maintenance and coordination of communication lines within the overall organization and specifically between the Direct Appointee and those designated
• Follows up on meeting-generated tasks
• Coordinates travel plans, including meeting scheduling and itinerary, and material preparation
• Handles telephone calls in a professional and courteous manner, initiating appropriate disposition
• May answer informational questions and determine appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility
• Exercises good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills
• Works on projects from conception to completion while under pressure to handle a wide variety of activities and confidential matters with discretion
• Establishes and maintains influential and strategic relationships at all levels across the system
• Maintains appropriate confidentiality of information and decisions made within the Direct Appointee’s office
• Creates Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, etc.
• Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communication concerning staff, department, and hospital matters

Typical Duties continued

• Maintains confidential materials related to patients according to hospital standards and in compliance with HIPPA regulations and requirements
• Plans, organizes and coordinates meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment
• Coordinates appropriate room set up room and equipment (set up conference calls, audio-visual equipment, projector, etc., as necessary)
• Works with multiple internal departments, external agencies, the general public and individuals on a wide range of projects
• Acts as representative for the Health System in all interactions exercising customer service skills and good judgment in addressing inquiries, complaints and request for direction
• Other duties as assigned

Reporting Relationship

Reports to the Direct Appointee

Minimum Qualifications

• Bachelor’s or higher-level degree
• Five (5) years of full-time work experience as an Executive Assistant to individuals at a Chief, President, Executive and/or Vice President level
• Intermediate proficiency in Microsoft Office Excel, PowerPoint, Word

Preferred Qualifications

• Prior healthcare experience

Knowledge, Skills, Abilities and Other Characteristics

• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Strong customer service skills
• Demonstrate intermediate proficiency with Microsoft Office Excel, PowerPoint, and Word
• Demonstrate good phone and email etiquette skills with strong response times
• Demonstrate attention to detail, accuracy, and precision
• Proactive and self-starting: able to work confidently to advance goals within broad parameters, and with minimal supervision
• Ability to successfully plan, lead, and complete projects on time
• Ability to work with organizational performance metrics, analyze data, create reports, and present information clearly to decision makers
• Comfortable with creating, implementing, managing, and executing business processes
• Excellent leadership skills, with the ability to influence others, with energy and enthusiasm
• Ability to define and solve problems, collect data, establish facts, and draw valid conclusions
• Ability to prioritize, plan, and organize projects and tasks
• Ability to multi-task and meet deadlines in a fast paced and stressful environment
• Ability to uphold professional standards for customer services, confidentiality, and quality of work
• Ability to adhere to department policies and standards utilizing best practices

Knowledge, Skills, Abilities and Other Characteristics continued

• Ability to maintain a professional demeanor and composure when challenged

• Ability to function autonomously and as a team member in a multidisciplinary team

Physical and Environmental Demands

This position is functioning within a healthcare environment. The incumbent is responsible for adherence to all hospital and department specific safety requirements. This includes but is not limited to the following policies and procedures: complying with Personal Protective Equipment requirements, hand washing and sanitizing practices, complying with department specific engineering and work practice controls and any other work area safety precautions as specified by hospital wide policy and departmental procedures.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the personnel so classified.

For purposes of the American with Disabilities Act, “Typical Duties” are essential job functions.