Executive Assistant

GENERAL DESCRIPTION

The Executive Assistant is responsible for providing administrative support to the GRMC GME residency program and the Region 5 Rural Health Transformation Program. This position is contingent upon funding. 

ESSENTIAL FUNCTIONS

•  Maintains confidentiality to sensitive caregiver, patient, and hospital information.
• Supports the needs of customers entering the office or by phone.
• Supports the Chief Executive Officer and Chief Operating Officer with their work-related needs.
• Supports all functions related to Graduate Medical Education (GME) program and Healthy Horizons Hub (HHH).
• Ensures compliance with GME requirements.
• Maintains GME residency databases and records; tracks rotations, evaluations, work hours, licenses, scholarly activities, and credentialing.
• Maintains grant applicant and award database; tracks progress; and provides reports to GRMC COO.
• Serves as a liaison between GME Institution staff and GME GRMC staff.
• Serves as a liaison between grant applicants, HHH board, and COO.
• Schedules and coordinates meetings, including preparing all meeting materials, setting up equipment, ordering food, and taking and preparing minutes.
• Maintains filing system.
• Processes paperwork and mail.
• Enters computer data and prepares reports.
• Makes and/or coordinates travel, housing, and education arrangements for GME staff.
• Orders office supplies and equipment.
• Prepares memos, correspondence, check requests and travel expense reimbursements.
• Coordinated special events for GME staff and HHH leaders.
• Other duties as assigned.

EDUCATION & TRAINING REQUIREMENTS

• Associates Degree in Business Administration or related field (preferred).
• Minimum of 2+ years of experience as an Executive Assistant reporting directly to senior management preferred; or 2+ years experience reporting directly to mid-level or upper-level management
• Advanced Microsoft Office skills, with an ability to become familiar with hospital-specific programs and software 
• Strong organizational and problem-solving skills with impeccable multi-tasking abilities 
• Exceptional interpersonal skills
• Friendly and professional