Executive Assistant

JOB FUNCTION:

The purpose of this position is to provide organized, proactive and comprehensive administrative support to the executive team. The assistant should possess exceptional communication skills, and be capable of handling sensitive and confidential information with professionalism.

ADDITIONAL RESPONSIBILITIES:

• Manage the executive team's calendars, schedules, and appointments, ensuring optimal time utilization and minimal conflicts.
• Organize and coordinate meetings, conferences, and events, including logistics, agenda preparation, and follow-up.
• Prepare and edit documents, presentations, and reports for internal and external distribution, ensuring accuracy and professionalism.
• Handle sensitive and confidential information with discretion and professionalism.
• Act as a liaison between the executive team, hospital staff, patients, and external partners, maintaining open lines of communication.
• Screen incoming calls and correspondence, redirecting them to appropriate individuals and responding to routine inquiries.
• Collaborate with other administrative staff to streamline office processes and enhance efficiency.
• Assist in preparing and managing budgets, expense reports and financial documents.
• Manage and track facility contracts.
• Conduct research and compile information as requested by the executive team to support decision making.
• Facilitate effective communication by drafting, proofreading, and distributing internal and external communications.
• Manage travel arrangements, accommodations, and itineraries for the executive team.
• Perform general office tasks, such as filing, photocopying, and maintaining office supplies.

JOB QUALIFICATIONS:

Education:   - Bachelor's degree in Business Administration, Healthcare Management, or minimum or related field (preferred).

Job Knowledge:  - Proven experience as an executive assistant or similar administrative role                                                                                    

Skills:

• Strong organizational and time-management skills, with the ability to multitask and      prioritize effectively.
• Excellent written and verbal communication skills, including professional phone etiquette.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant Software.
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and the ability to work collaboratively with diverse teams.
• Attention to detail and a high degree of accuracy in work.
• Adaptability and willingness to take initiative in a fast-paced environment

 Physical Demands:  Requires prolonged periods of walking, standing, sitting, bending, stooping, kneeling, pushing and pulling with hands, and using fingers repetitively. Must be able to move about to all hospital departments. Must be able to work at personal computer or computer terminal for extended periods of time. Occasional lifting of computer equipment, report binding, ledgers and file boxes.  Working inside, working with others, and working unsupervised. Potential to come in contact with communicable diseases, unpleasant odors, and/or hazardous materials. 

 License: None required.

 Confidentiality: 

• Must adhere to HIPAA regulations according to Allen Parish Hospital Policy, and uphold the Privacy Act law and regulations.