EXECUTIVE ASSISTANT

Position Summary:
Under general supervision of the Chief Executive Officer (CEO), the Executive Assistant accomplishes the Administration Office’s strategic objectives by planning and organizing the assigned functions required to operate and maintain departmental activities and services. Maintains confidentiality of all privileged information.  The Executive Assistant must be especially well organized, flexible, and enjoy the challenges of supporting an administrative team.  

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:
•    Promote the SMH Mission, Vision, and Core Values.
•    Provide full executive support to the CEO and Board of Directors.
•    Supervises the Office Assistant and provides guidance and support to administrative assistants. 
•    Prepare and edit correspondence, communications, presentations, and other documents
•    Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
•    Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings.
•    Responsible for recording minutes for Executive Leadership bi-weekly meetings and weekly huddles.
•    Responsible for the production of the monthly calendars for administrator on call.
•    Coordinate travel arrangements for CEO, Board of Directors.
•    Establish, implement, and communicate goals, objectives, policies and procedures in accordance with strategic plan.
•    Manage correspondence, documentation, and accept other duties as assigned, pertaining to the State of Arizona and accrediting bodies (e.g., TJC and ADHS).
•    Prepare Board materials for Board of Directors meetings.
•    Maintain complete and accurate files of Board of Directors meetings and agendas
•    Communicate with Board of Directors as needed.
•    Plan and distribute meeting agenda, minutes and other correspondence to executive team.
•    Keep leadership and other departments informed of status of activities and of significant events and problems by attending meetings, and meeting individually as necessary.
•    Ensure confidentiality of all employee records, investigations, and other information.
•    Coordinate the technology needs of the office; purchases hardware and software; ensures staff is fully trained on systems, policies and procedures.
•    As required, represent the department and the hospital to external agencies, consultants, and other organizations and individuals, as necessary.
•    Excellent communication and interpersonal skills, with a demonstrated ability to work with staff to ensure effective and efficient working environment.
•    Assist with conducting research and attending seminars, as required.
•    Perform other duties as required.
       

Knowledge, Abilities, Skills, and Certifications:
•    Knowledge of applicable tribal, federal, state, county and local laws, regulations, including Joint Commission Accreditation.
•    Knowledge of business English, proper spelling, grammar, and punctuation.
•    Strong organizational and interpersonal skills.
•    Ability to communicate effectively in the English language both verbally and in writing with staff and the general public.
•    Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
•    Ability to work effectively with individuals and demonstrate leadership and team-building skills with empathy and enthusiasm.
•    Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work.
•    Ability to handle difficult situations involving patients/relatives, or others in a professional manner.
•    Ability to accurately document conversations and recommendations from meetings.
•    Ability to maintain strict confidentiality.
•    Ability to speak the Navajo language and/or familiarity with the Navajo Way.
•    Ability to create and present effective speeches and presentations.
•    Ability to work independently and meet strict timelines.
•    Ability to make solid decisions and exercise independent judgment.
•    Ability to interpret applicable federal, state, county, and local laws, regulations, and requirements.
•    Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint), teleconference phones, web meeting applications.
•    Skill in providing leadership,, supervising, training, and evaluating assigned staff.
•    Skill in analyzing problems, projecting consequences, identifying solutions, and implementing recommendations. 

Physical Demands:
While performing the duties of this position, the employee is regularly required to sit; use hand handle and grasp objects, reach with hands and arms; and talk and hear.  The employee frequently is required to walk, stand; and stoop, kneel, crouch, or crawl. The employee occasionally lifts and/or move up to 25 pounds.

Work Environment:
Work is generally performed in an office with moderate noise level. Extended hours, irregular shifts, and travel may be required.

Minimum Qualifications:
•    Associate’s degree in Business Administration or related field.
•    Must possess a minimum of three (3) years of experience providing administrative support at an executive level.  
•    Must possess excellent computer/office technology skills.
•    Must possess excellent verbal and written communication skills.
•    Must possess a valid driver's license. 
•    Must be able to successfully pass the Employee Health Program requirements and background investigation.