Description

Want to join our Team? We are currently looking for a dedicated Executive Assistant to join our team. This position will report to the Chief Medical Officer (CMO) and assist in supporting other leaders as requested. The Assistant proactively manages the CMO calendar and travel arrangements. They research, prepare presentations, and organize meeting materials with attention to detail. They attend meetings, create corresponding documentation, and distribute communications in a timely manner.

The Assistant in coordination with the CMO and other leadership oversees the day-to-day needs of the agency’s physician and professional nursing practices, promotes efficiency, and ensures the Division’s strategic initiatives remain organized and on track. They ensure providers are onboarded smoothly and have all the necessary tools and electronic access they need to perform at their best. They process the Division leadership’s expenses and invoices and reconcile them with established budgets.

The Assistant interacts sensitively with practitioners, agency leaders, the public, press, patients, and their families. They handle confidential information with discretion. The Assistant provides backup to the Executive Assistant to the CEO for board of directors-related activities.

Office Location: Pasadena, MD

Coverage Area: Anne Arundel County

Status: Full-time, Monday - Friday

Salary: Competitive, commensurate with experience and education

Duties and Responsibilities:

• Schedules and maintains the CMO’s electronic calendar, including handling the logistical arrangements and communications required for effective use of CMO time. Provides “look-forward” updates for the week ahead. Anticipates scheduling conflicts and resolves them independently.

• Proactively monitors the organizational calendar for upcoming events/changes, posts them on the CMO’s calendar, and clarifies scheduling priorities as needed. Ensures adequate preparation time in the CMOs calendar to support strategic initiatives.

• Assist with CMO travel schedule and arrangements. Compiles and processes the CMO’s expense reports and submits them for processing. Monitors, processes, and tracks provider and Division leaders’ expenses. Approves timecards and PTO requests on behalf of the CMO.

• Processes and tracks vendor invoices. Reconciles invoices with established budgets for monitoring purposes.

• Assists in monitoring, tracking, and reminding agency leaders and providers about deadlines for strategic initiatives. Utilizes Gantt charts and project management tools when appropriate, researches when requested, and coordinates with agency staff through to project completion with a high degree of independence.

• Assists with practice administration. Collaborates and works to proactively solve administrative practice challenges while demonstrating solid judgment and a working knowledge of organizational policies and procedures.
• Maintains visibility within the organization and demonstrates flexibility and willingness to support providers and projects across the agency’s footprint.

• Attends high-level meetings in person, creates corresponding documentation, and distributes communications as requested.

• Ensures practice readiness including requesting the creation of EMR credentials, secures business cards and lab coats for providers, and tracks provider offboarding.

• Handles logistical arrangements for Division meetings including calendaring, invitations, facility, food and beverages, audio visual equipment, etc.

• Supports Division and agency leaders as requested by the CMO.

• Develops and maintains the practitioner coverage calendars. Partners with practitioners to proactively spot and fill gaps.

• Assists Division leaders in monitoring accounts receivable and assists with correcting claims as needed. Communicates with providers when opportunities for practice improvement are identified.

• Assists the Executive Assistant to the CEO in administrative support to Board of Directors as needed including assisting with meeting logistics, preparation of information packets, presentations, etc. Maintains a fund of knowledge about agency bylaws and advises on Robert’s Rules of Order when requested.

• Proactively coordinates appropriate outreach around life events to Division employees and organizational stake holders.
• Other duties as assigned.

Qualifications

Qualifications

• Demonstrated record of excellent customer service skills and high-quality written and verbal communication skills.
• Five years of advancing administrative responsibilities, preferably at the executive support level. Previous medical practice administration desirable.
• A willingness to support multiple leaders if requested and balance multiple tasks is required.
• Professional and enthusiastic demeanor that supports providers and sets the tone of a patient-centered, efficient, and revenue generating practice required. Effectively collaborates will all levels of internal and external agency stakeholders.
• Excellent Microsoft Office software skills including Word, Excel, PowerPoint, Teams, and OneDrive. Excel skills including pivot tables and Gantt charts required. Experience with SharePoint preferred.
• Bachelor’s degree or equivalent combination of education and professional experience required.
• Ability to occasionally flex schedule as required for afterhours or off-site meetings and events.
• Working knowledge of agency bylaws and Robert’s Rules of Order desirable.

In accordance with Hospice of the Chesapeake’s commitment to leadership and industry-leading care, we require that all employees be vaccinated against COVID and influenza, as well as being screened for TB upon hire and annually thereafter. Documented and supported requests for religious and medical accommodation may be considered but may not be approved in all circumstances.

About Hospice of the Chesapeake

At Hospice of the Chesapeake, we create meaningful experiences for those in the communities we serve who are experiencing serious advanced illness and loss. We believe truly meaningful experiences come from a partnership between highly skilled and compassionate professionals, our healthcare partners and the patient and family with a primary focus on living each day to the fullest extent possible. We develop care plans to minimize symptoms, articulate what matters most, and remember that each moment matters.

We are Your Hometown Hospice! Over the last 45 years, our team has cared for more than 50,000 hospice patients and nearly 100,000 family members.

To learn more please visit us at hospicechesapeake.org or find us on social media.

What We Offer:

A rewarding and fulfilling career with a company that values your contributions. Competitive salary and generous paid time off, including 18 vacation days, 10 sick days, and 8 paid holidays in your first year of employment with HOC. Educational assistance to pursue professional development, additional certifications and degree programs. Comprehensive health, dental, and vision coverage, company-paid Short-Term Disability and Life Insurance, and available accident and critical illness coverage.

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