Executive Assistant

POSITION TITLE: Executive Assistant

DEPARTMENT: Administration

EMPLOYEE REPORTS TO: CAO

SUPERVISES: N/A

FLSA STATUS: Non-Exempt

EMPLOYMENT STATUS: Full-time, Part-Time, Per Diem

POSITION SUMMARY

  This position provides clerical and administrative services requiring discretion and judgment, to Administration. An organized and computer-literate administrative assistant to assist with day-to-day workflow of the administrative team and other department managers.  As a clerical role, tasks include answering phone calls and returning voice mail, managing appointment bookings, and arranging calendars to coordinate meetings.  This role will also serve as a liaison between the Administrative Team and the Governing Board of Directors.

Qualifications: 

• Two year degree in Office Management or equivalent education and working knowledge of clerical and administrative services as normally demonstrated through three years administrative support experience.

• Must have the ability to follow oral and written directions as they relate to the functions listed above.  Must have excellent oral, written and interpersonal communications skills to effectively interact with departmental personnel, assist customers with inquires, schedule meetings and appointments.

• Must possess advanced computer skills in Word, Excel, Power Point and Publisher software programs.  

Job Requirements:

1. Word processes correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.  

2. Acts as the focus of communication in the Administration Office by receiving, greeting and directing personnel, prospective employees and visitors in a courteous manner.

3. Prepares, collates, and distributes various reports in a timely and accurate manner.  This includes completing or handling recurring department projects or one-time projects, as directed by supervisor.

4. May provide clerical and administrative support to department staff, maintaining a high degree of confidentiality on all sensitive information this position is privy to.

5. Maintain office supplies, distributes mail, schedules appointments and meetings as requested, processes incoming calls to Administration as needed and in an efficient manner.

6. Demonstrates an ability to set appropriate priorities and ability to respond to changes in workload.

7. Observes established hospital and department policies and procedures including confidentiality, safety, infection control and other environmental regulations.

8. Works collaboratively with others towards improving organizational performance and supports goals and objectives of the organization.

9. Demonstrates effective communication with all members of the healthcare team to achieve desired outcomes; attends/participates in education, in-services, and mandatory training and staff meetings per policy.

Primary responsibilities include:

• Answering telephone calls during business hours

• Responding to emails

• Schedule appointments and/or arrange calendars

• Greet patients and visitors

• Copy, print, facsimile, and scan documents