Executive Assistant

CALDWELL MEDICAL CENTER

JOB DESCRIPTION

JOB TITLE:                           Executive Assistant

DEPARTMENT:                  Administration

REPORTS TO:                     Chief Executive Officer

POSITION SUMMARY:

• Assists CEO and CFO in daily operations of the institution or specific assignments.
• Functions under the supervision of Chief Executive Officer.
• Is accountable for the effective, efficient and safe operations of the Administrative Office ensuring that the objectives of the Administrative Department and the organization are met.
• Ensures appropriate organizational practices are in use.
• Promotes good public relations through contacts with patients, practitioners, visitors, employees, peers, Board Members and the public at large.
• Maintains confidentiality of patient information and hospital related matters.

POSITION RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

1. Responsible to coordinate and perform the secretarial/clerical work required by the CEO and CFO.
2. Answers incoming calls and directs appropriately.
3. Maintain the CEO and CFO schedule, including day-to-day and long-term management of meetings, projects and priorities.
4. Transcribes and processes correspondence required by CEO and CFO. Upon request will draft routine correspondence for CEO and CFO.
5. Maintains files correspondence and other materials.
6. Attends and acts as recording secretary for all meetings of: Board of Directors, Medical Staff, EOC and Leadership. Creates and maintains meeting minutes of: Board of Directors, Medical Staff, EOC and Leadership.
7. Schedules all meetings and travel, including prioritizing meetings and communicating all relevant details to participants.
8. Prepares, delivers, and mails packets to members of the Board of Directors and the Medical Staff prior to the meeting.
9. Handles all correspondence to Board of Directors. Notifies Board in timely fashion of all meetings, etc.
10. Keeps CEO and CFO informed on all events and activities pertaining to the hospital (internal and external).
11. Handles all mail for Administration.
12. Meets and greets visitors to the Administration Offices in a friendly, courteous and professional manner.  
13. Assists in implementing department specific goals and objectives in keeping with organizational goals and objectives. 
14. Assists in maintaining adequate and effective communication between the Administrative Department and all other departments for problem solving. 
15. Schedules conference rooms for hospital related and outside agencies meetings.
16. Types and distributes the Activity Calendar for conference rooms for hospital related meetings, calendar for Specialty Clinics, and on-call surgeons.
17. Project a positive demeanor regardless of changes in working conditions, and demonstrates flexibility in the face of change.
18. Resourceful strategic problem-solving with a positive “can do” attitude and sense of humor.
19. Responsible for purchasing promotional items for the hospital staff and community.
20. Interacts with others (on the phone or in person) in a positive, professional and appropriate manner.
21. Works cooperatively with others.  Has respect for and an understanding of the contributions of all team members.
22. Attends required meetings.  
23. Organizational and time management skills to complete high volume of varied responsibilities in fast-paced setting with excellent attention to details and the belief that no task is too big or too small.
24. Excellent relationship builder; able to demonstrate a high level of tack, discretion, and diplomacy with all employees and Board of Directors. Ability to maintain confidential/sensitive information.
25. Responsible for contract management.
26. Performs other duties as assigned

POSITION QUALIFICATIONS

MINIMUM EDUCATION

High School Graduate or GED

PREFERRED EDUCATION

Bachelor’s Degree

MINIMUM EXPERIENCE

1 – 2 years Administrative Assistant experience

PREFERRED EXPERIENCE

3- 5 years Administrative Assistant experience