Executive Assistant

Position Description

The Executive Assistant is responsible for providing direct support to the VP/ED and effectively managing all aspects of the regional office.

Job Duties And Responsibilities

• Board relations ? Florida ? arrange for meetings, communicate with Board on a regular basis, write and assemble materials for Board presentations, attend meetings, write Board minutes.
• Coordinate and document activities of the Board of Directors in quarterly and special meetings: including scheduling meetings, scheduling committee meetings, development of agenda, securing meeting locations, sending out notices, tracking attendance, arrangement of communications, securing courtesies such as food and beverages, documenting minutes and preparing of board meeting packages.
• Maintain current list of Board members and committees of the Board, communicating to all appropriate officials.
• CARF Accreditation ? Florida ? oversee accreditation process (submit applications, lead CARF Committees, review, and rewrite policies, ensure that facilities comply with standards, schedule, organize and oversee surveyors, respond to survey results with corrective action plans and ensure that programs enact changes and submit annual reports.
• Licensure ? Florida ? assists with individual program licensure and manages entire process including policy review, corrective action reports and follow-up.
• Quality Assurance ? coordinate quality assurance activities to ensure state regulatory and CARF standard compliance. Review all incident reports to ensure that they are directed to the appropriate people with respect to state regulations, potential press involvement, legal ramifications, workmen's comp implications, and HR intervention for the region.
• Requests for proposals ? coordinate responses to requests for proposals. Ensure that consultant (contracted for specific RFP) has necessary information to write the proposal, supply supplemental material required for submission, help edit response, and assemble final package to meet issuer's requirements.
• Finance ? Ensure that all contracts and leases are reviewed by the appropriate people and submitted to legal when necessary. Provide follow-up to facilitate enactment.
• Research topics of interest to senior management. Provide summaries.
• Ensure effective communication between all levels of management. Organize regional meetings, develop agendas, attendant materials, document meetings, contribute to the discussion and facilitate follow-up actions.
• Interact appropriately with clients, Board members, state officials, staff, and public both telephonically and in person.
• Perform other duties as assigned.
  
  

Required Knowledge, Skills, And Abilities

To perform this position successfully, you must be able to

perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to

enable individuals with disabilities to perform the essential duties and

Responsibilities. The Requirements

listed below are representative of the knowledge, skill and/or ability

required.

• Ability to communicate effectively in both written and verbal exchanges.
• Skill in interpreting regulations
• Ability to relate to all kinds of people
• Well-developed computer skills with proficiencies in Microsoft Office: WORD, EXCEL, POWERPOINT (ACCESS preferred)
• Design and produce presentations and reports using Microsoft Office, particularly PowerPoint, Word, and Excel.
• Excellent communication and interpersonal skills, both written and verbal
• Strong attention to detail, analytical abilities, and organizational skills required
• Excellent judgment and discretion
• Manage high volume of telephone calls, evaluate, and route all incoming calls, and placing calls on behalf of the executive
• Review and process high volume of e-mail and written correspondence, handling, and routing as appropriate
• Handle busy calendar, set meetings/appointments as needed and oversee travel arrangements and directions
• Manage expense reporting
• Strong ability to troubleshoot issues
• Self-motivated, flexible, with a willingness to learn new concepts
• Demonstrated ability to effectively manage multiple priorities and projects; independent worker; self-starter
• Highly adaptable to changing business conditions and priorities
  
  

Required Education And Experience

• Bachelor's degree or equivalent experience.
• Five (5) years of relevant experience required
• Experience supporting high level executives within a company/organization preferred
• Possess valid driver's license and safe driving record
  
  

PHYSICAL DEMANDS

Work is sedentary and/or ambulant. Occasional physical exertion (lifting 30 or more pounds, walking, standing, etc.) through course of job requirement. Must be able to see, sit, stand, bend and reach. Must be able to read, write, and speak English language. Must be able to make independent decisions when needed. Must be able to communicate verbally and in writing with the medical, nursing, clinical and other staff. May be exposed to varying and unpredictable situations (i.e., patient behavior).

REGULARLY REQUIRED: to sit, use arms/hands to reach, manipulate, handle, or feel objects, tools, or controls; written and verbal communication, ability to hear.

OCCASIONALLY REQUIRED: to stand, walk, stoop, kneel or crouch and lift and/or move up to 10 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

The work environment is that of an administrative office milieu which may include:

• Interacting with clients and the public
• Business-related travel
  
  

SCHEDULING NEEDS

Occasional evening and weekend work depending on workload.