Executive Assistant to the CEO

Job Description – Executive Assistant - CEO

Classification: Nonexempt Date Approved: 09/2025

Reports to: Chief Executive Officer Travel: Limited, local only

Shift: Business Days Monday – Friday 8:00am to 5:00pm Supervisory Duties: None

POSITION SUMMARY

The Executive Assistant will conduct research, prepare correspondence, and perform expense and statistical reporting. This position schedules travel, appointments and meetings. The Executive Assistant screens phone calls, emails, mail and visitors; routes and resolves information requests, coordinates space and office organization, and performs special projects as needed.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. The following statements are intended to describe the major functions of the position and should not be taken as an all-inclusive list of responsibilities, duties, and skills required of individuals assigned to this job.

CEO Executive Assistant

· Gathers presentations, prepares and distributes monthly Board Meeting packets

· Attends and takes minutes for the hospital Board meetings. Prepares final meeting minutes in approved format and posts online.

· Makes all other arrangements for Board meeting and Board Committees to include posting annual schedule, agendas, room preparation, catering, etc.

· Facilitates accurate flow of information between the CEO and BOT.

· Facilitates preparation and distribution of members Meeting packets; includes catering and securing location for meeting and facilitating menu selections from Members. Also, CEO Notice and Semi-Annual meeting “Save the Date” and final notice distribution.

· Coordinates with Hospital Volunteer Program.

· Assists with communications as required for managing fast paced professional office, to include greeting, sharing of information, as well as providing customer service to visitors, vendors, employees, etc.

· Maintains office in absence of CEO, to take messages and pass along information as appropriate.

· Maintains high level of confidentiality.

· Assists with reimbursements, Accounts Payable statements, payments, and mailings

· Responsible for overall appearance of the Administration suite.

· Maintains accurate appointment scheduling for CEO.

· Maintains CEO calendar, AOC, Condo, and Board Room calendars for the organization.

· Makes travel arrangements for CEO and Directors.

· Orders business cards.

· Assists with any other duties as assigned.

COMPETENCIES

· Communication

· Relationship Management

· Detail Oriented

· Professional Representation

WORK ENVIRONMENT

This position operates in a professional office environment located within a Critical Access Hospital. This role routinely uses computers, photo copiers, and both cell and land line phones. Frequent contact with staff, patients, and community members is to be expected. Position requires a high degree of confidentiality and HIPAA compliance.

REQUIRED QUALIFICATIONS

· High school diploma or equivalency

· Able to communicate effectively in English, both verbally and in writing

· Good interpersonal skills in dealing with patients, families, and all health care professionals and TVHC staff

· Intermediate knowledge in computer use; including skills in word processing and spreadsheet applications

· Excellent organizational skills

· Ability to type and proof read with accuracy and attention to fine details

PREFERRED QUALIFICATIONS

· 2 years of related work experience in Administrative Assistance and/or Office Management

· Experience working in environment that requires 100% confidentiality

· Experience with Desktop Publishing

· CPR/BLS Healthcare Certification

· Experience working in healthcare environment

· Additional languages – Spanish Preferred

ESSENTIAL PHYSICAL & MENTAL REQUIREMENTS

· Must be able to move throughout the facility transporting files and other items weighing up to 25 pounds on a frequent basis.

· Written and spoken communication skills require ability to speak, hear and see.

· Critical thinking and good judgment needed to be able to follow legal processes and hospital policies .

MISSION STATEMENT

Improve the health of our community through exceptional quality, patient focused care.

EEO STATEMENT

TVHC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, TVHC complies with applicable state and local laws governing nondiscrimination. This policy applies to all terms and conditions of employment or any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of TVHC’s employees to perform their job duties may result in discipline up to and including discharge.

REQUIRED QUALIFICATIONS

· High school diploma or equivalency

· Able to communicate effectively in English, both verbally and in writing

· Good interpersonal skills in dealing with patients, families, and all health care professionals and TVHC staff

· Intermediate knowledge in computer use; including skills in word processing and spreadsheet applications

· Excellent organizational skills

· Ability to type and proof read with accuracy and attention to fine details

PREFERRED QUALIFICATIONS

· 2 years of related work experience in Administrative Assistance and/or Office Management

· Experience working in environment that requires 100% confidentiality

· Experience with Desktop Publishing

· CPR/BLS Healthcare Certification

· Experience working in healthcare environment

· Additional languages – Spanish Preferred