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Executive Assistant

Other 4 Months Ago

Job Description

JOB TITLE:  Executive Assistant

 

POSITION SUMMARY:

The position serves as the primary support to designated Executives and physician leadership, as directed.  The position manages schedules, communications, meetings, projects, presentations, travel, etc.  Position requires a high level of efficiency, organization and discretion handling sensitive and confidential information.

 

ESSENTIAL FUNCTIONS AND JOB RESPONSIBILITIES:

  • Prepares and sends communication such as memos, letters, emails, etc. Coordinates distribution of correspondence as indicated, and tracks correspondence as needed for any required response, follow-up, or feedback expectations.  Maintains computer master files of Serves as editor of correspondence for grammar, punctuation, format and style.
  • Prepares, maintains, or fine tunes database records, spreadsheets, reports, or presentation documents. Keeps database as directed for appropriate Boards, Committees, meetings, Councils, etc.  Maintains location and provider directories.  Coordinates and collaborates with others to maintain contact information phone and direction.
  • Coordinates schedule and appointments for executive team. Distributes reminder notices and confirms meetings with attendees.  Coordinates or assists in meeting preparation through room reservations, audiovisual support, meal arrangements, meeting packets, and support material.
  • Prepares and distributes meeting minutes and agenda packets, authors meeting notices and reminders for Boards, Committees, meetings, Councils, etc. May attend meetings as requested to transcribe minutes. Maintains attendance confirmation tracking, room reservation and meal/catering arrangements.
  • Answers Administration phones, taking messages, referring callers, or coordinating conference calls. Refers matters as indicated to executive team members, physicians, or managers.  Serves as an initial point of contact and support to external parties seeking information or assistance and direction.  May serve in an intake role in addressing or researching patient complaints or inquiries, referring as indicated to the proper individual or department.
  • Serves as receptionist for Administration, greeting visitors and meeting attendees and assisting or directing as appropriate. Will assist those coming to Administration seeking direction guidance or information.  Screens requests for information for appropriateness of release and refers to appropriate executive where concerns or questions may exist.
  • Maintains Administration master files of originals including minutes, resolutions, contracts and agreements, correspondence, legal records, notices and filings, licenses and certificates and membership records.
  • Inventories, organizes and orders supplies for Administration and its staff. Works with Materials Management in effective procurement and maintenance of supplies and equipment including copier and fax.
  • Receives, collates, and distributes incoming and outgoing mail for Administration. Handles FedEx transmittals, and incoming/outgoing fax transmittals to main Administrative machine.
  • Reconciles Executives credit card statements in a timely manner.
  • Processes invoices, accordingly, including but not limited to assigning general ledger account number and obtain appropriate level sign off signature.
  • Assumes other support roles and functions as may be reasonably requested.
  • Exhibits computer systems knowledge and proficiency as necessary to perform job functions.
  • Demonstrates the attitudes and behaviors of The South Bend Clinic Service Standards and Core Behaviors.
  • Performs other duties as assigned when appropriate.
  • Adheres to HIPAA guidelines set forth in Clinic policies and procedures.
  •  

    POSITION REQUIREMENTS:

     

    Education/Certification/License:  Must be a high school graduate.  Degree in related field or commensurate experience required.

     

    Knowledge, Skills, and Abilities:  Must have prior experience in clerical/secretarial support role, preferably in an executive setting.  Health care experience is preferred.  Must possess excellent interpersonal skills, communication skills (both written and verbal), above average proficiency with Microsoft Office, word processing speed and accuracy, and computer talent.  Must be highly organized and efficient, able to juggle multiple tasks at once with attention to timely completion.  Must have strong service orientation coupled with attention to detail, accuracy and follow through.  Must be professional, calm, and tactful in presentation and demeanor.  Demonstrated ability to prioritize tasks and handle variation in workload, showing judgment and discretion.  Must handle matters with absolute attention to confidentiality.  Must be able to work with little supervision.

     

     

     

    ADA JOB REQUIREMENTS:

     

    Physical Demands:

    Climbing, Crouching, Walking, Fingering, Hearing, Balancing, Pushing, Grasping, Repetitive Motions, Stooping, Reaching, Pulling, Feeling, Kneeling, Standing, Lifting, Talking

     

    Physical Requirements:

    Sedentary Work - Exerting up to 10lbs of force occasionally and/or a negligible amount of force frequently orconstantly to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most ofthe time. Jobs are sedentary if walking is required only occasionally and all other sedentary criteria are met.

     

    Visual Acuity:

    Close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computerterminal, extensive reading.

     

    Environmental Conditions:

    None. The worker is not substantially exposed to adverse environmental conditions.

     

     

     

    WEBSITE

    southbendclinic.com

    HEADQUARTERS

    GRANGER, IN

    SIZE

    500 - 1,000

    FOUNDED

    1916

    TYPE

    Private

    CEO

    ELLEN DUNLAP

    REVENUE

    <$5M

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    About The South Bend Clinic

    South Bend Clinic is a healthcare company that provides therapies and treatment for chronic and immune-related diseases.

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