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 the 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:
• Responsible to coordinate and perform the administrative assistant/clerical work required by the CEO and CFO.
• Answers incoming calls and directs appropriately.
• Maintain the CEO and CFO schedule, including day-to-day and long-term management of meetings, projects and priorities.
• Drafts correspondence as needed for the CEO and CFO.
• Maintains files, correspondence and other materials.
• Attends and acts as recording secretary for all meetings of: Board of Directors, Medical Staff, EOC, Leadership, and other meetings as requested by the CEO. Creates and maintains meeting minutes of: Board of Directors, Medical Staff, EOC, Leadership and other meetings as requested by the CEO..
• Schedules all meetings and travel, including prioritizing meetings and communicating all relevant details to participants.
• Aggregates and delivers packets to members of the Board of Directors and the Medical Staff prior to the meeting.
• Handles all correspondence to Board of Directors. Notifies Board in timely fashion of all meetings, etc.
• Handles all mail for Administration.
• Meets and greets visitors to the Administration Offices in a friendly, courteous and professional manner.
• Assists in implementing department specific goals and objectives in keeping with organizational goals and objectives.
• Assists in maintaining adequate and effective communication between the Administrative Department and all other departments.
• Schedules conference rooms for hospital related and outside agencies meetings.
• Types and distributes the Activity Calendar for conference rooms for hospital related meetings, calendar for Specialty Clinics, and on-call surgeons.
• Project a positive demeanor regardless of changes in working conditions, and demonstrates flexibility in the face of change.
• Resourceful strategic problem-solving with a positive “can do” attitude and sense of humor.
• Interacts with others (on the phone or in person) in a positive, professional and appropriate manner.
• Works cooperatively with others. Has respect for and an understanding of the contributions of all team members.
• Attends required meetings.
• 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.
• 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.
• Responsible for contract management.
• Performs other duties as assigned by the CEO or CFO.

WORKING CONDITIONS
• Subject to varying and unpredictable situations.
• Subject to many interruptions.
• Frequent pressure due to multiple calls, inquiries, questions and requests.
• Performs both standardized and non-standardized duties that require independent judgment and initiative on an ongoing basis.
• Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction.
• Demonstrates flexibility in the face of change.
EXPECTATIONS
• Extensive knowledge of computers, Microsoft Office Word, Excel, and PowerPoint.
• Must be proficient in transcription.
• Proficiency for the job should be reached in three to six months.
• Must be skilled in written and oral communication.
• Demonstrates basic problem solving.
• Must demonstrate the ability to interact with other personnel in a positive fashion.
• Must demonstrate the ability to work independently and to accept delegation of appropriate tasks from the Chief Executive Officer and Chief Financial Officer.
• Expected to communicate effectively with CEO and CFO and keep him/her informed of any problems or developing issues.
• Excellent time management skills.
PHYSICAL DEMANDS
• Work is mostly sedentary office environment.
• Must be able to lift 25 pounds.*
• Walk or stand without restrictions, able to stoop and pick up objects from the floor without restrictions.
• Use of both hands and arms with a full range of motion.
• No hearing loss greater than 40 decibels.
*Seek assistance if the weight requirement for the performance of a job or task requires greater than 25lbs of effort/force
LANGUAGE SKILLS/READING SKILLS/HEARING
• Ability to talk/converse with and understood by others.
• Ability to read, analyze and interpret written information.
• Ability to respond to common inquiries or complaints from customers
• Ability to effectively present information to others (individually or in groups)
VISION
• Far acuity: ability to see clearly at 20 feet or more
• Must be able to visually identify, assess, and complete job-related tasks safely and accurately, with or without reasonable accommodation.

SKILLS – ADMINISTRATIVE LISTING
• Answers and converses on the telephone.
• Well organized and able to plan work well, managing time efficiently.
• Be able to cope with last minute changes and difficult situations.
SKILLS – MACHINE LISTING
• Computer (Desktop)
• Printers
• Copy Machine
• Fax Machine
• Telephones – Desk
• Calculators
• Recorder

COMPLIANCE
Acts in accordance with the compliance policies set forth in the compliance plan and to report violations of these policies.
DISCLAIMER STATEMENT
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.