Executive Assistant II - Administration

Job Details

Kettering Health Dayton | Dayton| Full Time| Days

Responsibilities & Requirements

The Executive Assistant II provides direct administrative support for at least one Facility President (Campus, Kettering College, etc.) and additional Executives and Directors as assigned.

This position maintains the highest level of confidentiality exercising tact and diplomacy. Coordinate large scale projects, local administrative office, and other administrative staff though dotted line. Contributes to strategic planning and data analysis. Serves as a communication link between the executive’s office and various constituencies of the organization (physicians, employees, patients, patients’ families, and business community).

Administrative support includes, but is not limited to, scheduling meetings, and maintaining calendars, overseeing special projects, preparing for meetings and taking minutes, coordinating travel arrangements, tracking expenses, maintaining records, managing information to internal and external customers, planning organization events, and preparing correspondence, reports and presentations.

The EA II plays a key role in ensuring local campus administrative office operations run smoothly and licensure/accreditation requirements are met. Hospital-based executive assistants ensure the facility meets ACHC regulatory requirements and maintains the ACHC Chapter 1 digital binder for compliance.

College-based executive assistants ensures that all requirements of the Board of Directors and licensures are fulfilled. This position provides a high level of customer service and problem resolution. Performs other duties, as assigned.

Job Requirements

• Associate degree required, or equivalent experience. 4 years of equivalent Executive Assistant Level experience would be considered equivalent to a 2-year degree.
• Equivalent experience and/or additional training in field and prior administrative support experience preferred (3-5) years.
• Excellent organization and time management skills
• Ability to effectively handle stressful situations
• Proficient in Microsoft Office applications
• Ability to use the KH Intranet and internet effectively and efficiently
• Strong written and verbal communication skills
• Excellent customer service and public relations skills
• Ability to use sound ethical judgement
• Ability to use problem solving techniques and critical thinking skills
• Possesses detail-oriented skills
• Ability to work independently in the absence of specific instructions
• Ability to adapt and be flexible
• Ability to maintain effective business relationships across the Network and community
• Ability to receive feedback in a constructive and positive manner
• Ability to effectively supervise and coach staff
• Ability to take on accountability and leadership in complex situation
  
  

Job Responsibilities

• Lives the Mission, Vision, and Values of the Network and uses sound ethical judgement.
• Knowledge of current management and social theories and techniques, (b) regulatory, licensure and accreditation standards and compliance
• Maintain effective business relationships across the System and community.
• Acts as a pro-active problem solver including identifying current problems, comparing data from multiple sources to draw conclusions, effectively developing an appropriate solution, and taking actions consistent with available facts, constraints, and probable consequences.
• Handles meeting preparation and follow-up including room arrangements, presentations, and data assembly, recording minutes and tracking/coordinating action items.
• Provide direction over local administrative office, including daily workflow oversite as well as providing input on hiring.
• For hospital-based executive assistants, updates information and documents on the hospital’s Administration intranet page
• Coordinates efficient use of executive’s time, including assisting with prioritizing requests, plans and coordinates travel arrangements.
• Coordinate special events and special projects planning for timely completion of projects and handling responses as appropriate.
• For hospital-based Coordinator, updates information and documents on the hospital’s Administration intranet page
• Oversees local campus ACHC support activities. This includes acting as the principal trainer and mentor to the system’s other Executive support positions and licensure/ accreditation matters.
• Schedules meetings and maintains calendars, including pro-actively handling scheduling conflicts
• Provides other administrative support including gathering data, producing reports and presentations, handling correspondence.
• Updates information and documents on the hospital’s Administration intranet page
• Acts as public face for Executive’s office including managing phone, mail, email and visitor traffic
• Schedules meetings and maintains calendars, including pro-actively handling scheduling conflicts
• Manages administration’s support staff including daily workflow oversite, as well as input on hiring, disciplinary actions and evaluations.
• Handles meeting preparation and follow-up including room arrangements, presentations and data assembly, recording minutes and tracking/coordinating action items.
• Provides other administrative support including gathering data, producing reports and presentations, handling correspondence.
  
  

Overview

Kettering Health is a not-for-profit system of 14 medical centers and more than 120 outpatient facilities serving southwest Ohio. Our mission is to live God’s love by promoting and restoring health. Our commitment to our patients is to help individuals be their best. With that context, safety is our top priority. We provide an integrated system of healthcare experts committed to providing exceptional care.