Executive Assistant to the President/CEO

POSITION SUMMARY

The Executive Assistant to the President/CEO provides executive level strategic, administrative and organizational support related to the duties of the president/CEO, executive leadership team and the Hospital Board of Directors. This position will manage daily office operations, compose quality documents, reports, and correspondence, and will work independently on various ongoing and special projects requiring independent judgment, initiative and confidentiality. This position will exercise professional discretions and will frequently handle situations and/or information that is considered sensitive and/or confidential. This position will provide excellent front line customer service to employees, patients, patient family members and visitors.

POSITION REQUIREMENTS

• Licensure/Certification/Registrations: None
• Education: Bachelor’s degree in a relevant field from an accredited College or University or equivalent combination of experience and education required.
• Experience: Minimum 5 years of experience as an administrative assistant with increasing responsibility for the operations related to an office. Experience working with Boards of Director required.
• Skills & Abilities: Excellent organizational skills. Outstanding written and oral communication skills, Ability to work independently but also collaboratively as a member of a team. Ability to organize, prioritize and meet deadlines, while effectively managing multiple projects simultaneously. Good problem-solving skills, detail oriented and excellent follow-through. Ability to relate to persons of all ages and diverse backgrounds, skills and abilities. Ability to present self in a personable and professional manner and represent the Foundation at board meetings and events. Must be able to successfully and effectively communicate with a variety of personnel. Ability to deal with diverse and confidential information with discretion and good judgment. Must have strong computer skills and be proficient in all Microsoft Office products.

ESSENTIAL FUNCTIONS

• Provide secretarial and administrative support to the President/CEO and the Hospital Board while maintaining a high degree of professionalism and confidentiality.
• Schedule and coordinate all meetings, receptions, and/or events; ensure all documentation is accurately prepared and readily available for review in advance of meetings, ensure all participants are informed in advance of meeting content, time and location.Receive and screen telephone calls for the President/CEO to include scheduling calls and meetings; provide information and assistance to all callers and/or visitors and determine appropriate course of action, referral or response.
• Oversee daily office operations to include correspondence and scheduling of the President/CEO’s calendar. Prioritize inquires and requests while trouble-shooting conflicts with little guidance; make judgments and recommendations to ensure smooth day to day engagements. Keep the President/CEO informed of key activities or issues that may arise.
• Serve as a liaison to outside agencies, local and state governments, and the community at large. Demonstrate leadership to maintain credibility, trust and support with senior leadership and staff. Take special care to filter information for multiple audiences. Interact daily with hospital staff, patients and families, other organizations and the general public and serve as a resource and referral source.
• Serve as assistant to the Hospital Board handling all arrangements for Board and Committee meetings, assisting with agenda preparation, meeting follow-up, preparing materials for all meetings, making arrangements for audio visual needs and taking minutes at all meetings. Maintain bylaws and all other policies of the Board.
• Perform high level administrative support duties including preparation of presentations, communications, documents and spreadsheets, for all executives within the Administration suite; complete diverse and complex assignments with limited direction; plan and implement projects within the Hospital; prepare materials in final form working from a general outline.
• Coordinate detailed travel arrangements for the President/CEO; prepare itinteraries and agendas and ensure the President/CEO is informed of all travel-related details including but not limited to, plans, agendas, meeting participants, meeting contents, time and location.

** This job description is not intended to be an exhaustive list of all duties. Employee may perform other related duties as assigned.