Executive Assistant

Reports To : Chief Executive Officer

FLSA : Full Time, Exempt, Salary $25.81- $36.00

Essential Functions:

• Provide high-level administrative assistance to the executive officers such as writing and editing emails; drafting memos; gathering, organizing, and preparing data; and preparing communications on the executive’s behalf.

• Facilitate coordination between executive leadership, department directors, and external partners to ensure timely completion of strategic initiatives and operational priorities.

• Track executive action items and organizational priorities, ensuring follow-up and accountability across departments.

• Coordinate visitors, phone calls, and other communications to the executives, determining which communications reach the executive, and which ones can be handled by other personnel.

• Organize and facilitate meetings for executives and managers. This includes scheduling, creating agendas, taking minutes, setting reminders, and organizing catering when necessary.

• Organize and support the executives’ calendars, where appropriate.

• Coordinate travel arrangements as necessary.

• Maintain comprehensive and accurate records.

• Organize, facilitate, and take minutes for the Board of Directors meetings. Serve as administrative liaison to the Board of Directors, coordinating governance documentation, board communications, meeting logistics, and regulatory compliance associated with special district governance.

• Prepare and maintain Board of Directors documents, including minutes, resolutions, communications, and election documents.

• Maintain compliance with federal requirements regarding special district operations. Assure required compliance tasks are completed in a timely manner.

• Routinely perform a variety of support duties, such as filing, organizing, and other clerical/secretarial duties.

• Work closely with senior management on a variety of tasks, which will require utmost confidentiality.

• Maintain the utmost confidentiality.

• Maintain the professional atmosphere within the administrative office and keep the environment conducive to business operations.

• Maintain calendars for meeting rooms.

• Support Medical Staff Coordinator by standing in as meeting facilitator in their absence. Prepare materials, draft minutes, and ensure accurate record keeping.

• Complete a variety of special projects assigned, including presentations, leadership meetings, special reports, retention projects, staff appreciation, and other general projects throughout the facility.

• Other duties as assigned.

Education and Experience: '

• Bachelor’s degree required.

• Master’s degree a plus.

• Mastery of computer programs, such as those in the Microsoft Office Suite and Adobe required.

Skills and Expectations:

Kind and professional demeanor.

• Professional and well-groomed appearance at all times.

• Communicate positively and effectively, both written and verbally, with patients, family, and staff.

• Demonstrate effective organizational skills in an evolving environment.

• Work with honesty, compassion and integrity at all times.

• Understand and adhere to the scope of service for the department and this position.

• Understand and adhere to all of PMC’s policies and procedures.

• Understand and adhere to PMC’s Code of Conduct.

• Adhere to the strictest confidentiality and HIPAA regulations.

• Demonstrate a commitment to building and sustaining a diverse, inclusive, and equitable working environment.

• Ability to remain calm and efficient in emergency situations.

• Demonstrate strong problem-solving skills.

• Demonstrate strong emotional intelligence