Executive Assistant - hopperOS

ESSENTIAL FUNCTIONS

• Monitors the current status of the work for assigned Leadership.


• Anticipates needs by gathering records, reports, correspondence, or other specific information; assists the Executive in preparation for meetings and proactively assists the assigned Executive in his/her duties.


• Maintains travel arrangements and appointment calendars. Arranges appointments, meetings, and conferences. Contacts the appropriate individuals to attend. Proactively assists the assigned Executive in all matters pertaining to effective time management.


• Assists in preparation for meetings by creating and ensuring that all agendas, minutes, and presentations are adequately prepared in a timely and effective manner.


• Handles a variety of matters involving contact with various staff, board members, physicians, committees, government agencies, and the public. Ability to communicate effectively.


• Answers and screens telephone calls. Returns telephone calls as needed. Composes correspondence and distributes it to appropriate individuals. Fulfills reception duties as assigned.


• Assists with compiling projects, strategic plans, and financial reports as assigned. Organizes all electronic and paper files associated with the assigned Executive.


• Maintains the strictest confidentiality regarding all matters. Handles sensitive materials and information.


• All other duties as assigned.

EDUCATION

• Associate’s degree with two years of experience. Bachelor’s degree preferred. Multiple years of experience may be considered in lieu of a degree.

EXPERIENCE

• Minimum of four years of administrative experience supporting Executive level positions.


• One year of experience working in a health care organization.


• A notary is helpful.

KNOWLEDGE

• Knowledge of organizational policies, procedures, and systems.


• Knowledge of office management techniques and practices.


• Knowledge of computer systems, programs, and applications.


• Knowledge of research methods and procedures to compile data and prepare reports.


• Knowledge of grammar, spelling, and punctuation.

SKILLS

• Skill in taking meeting minutes.


• Skill in using computer programs to produce necessary reports.


• Skill in organizing and prioritizing the daily workload.


• Skill in dealing with multiple interruptions.


• Proficiency in Outlook, Word, and PowerPoint. Excel is a plus.


• Good written and verbal communication skills.


• Extremely organized and efficient work style, attention to detail, ability to work under pressure, and adhere to deadlines is a must.

ABILITIES

• Ability to establish and maintain effective working relationships with employees and the public.


• Ability to work under pressure, communicate and present information.


• Ability to establish priorities and coordinate work activities.


• Ability to exercise initiative, problem-solving, and decision-making.

ENVIRONMENTAL WORKING CONDITIONS

• Normal office environment.


• Some travel within the community

PHYSICAL/MENTAL DEMANDS

• Requires sitting and standing associated with a normal office environment.


• Some bending and stretching are required.


• Manual dexterity using a calculator and computer keyboard.

ORGANIZATIONAL REQUIREMENTS

• HOPCo Mission, Vision, and Values must be acknowledged and adhered to


• Training to include: Compliance & HIPAA, IT Awareness & Security, De-escalation

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as needs evolve.