Executive Assistant II

Full Time

40 Hours/Week

Monday - Friday, 8am-4:30pm

Onsite

Summary

Reports directly to the Operations Manager for Administration and required to support a Chief (level). This position will support our Chief Legal Officer and Vice Presidents in the legal department. Provides administrative and confidential secretarial support to members of the Executive Leadership Team in the performance of their duties. The position includes effectively managing heavy calendars, anticipating the needs of the Executive in advance, and prioritizing workflow in key business priorities and strategies on an on-going basis.

Responsibilities

• Creates and monitors required paperwork for vendor and physician contracts throughout the routing process and secures all approvals/signatures.
• Identifies and submits Community Benefit activity for Executives.
• Prepares and/or edits correspondence, compiles and monitors administrative and financial reports, conducts research, and provides support for special projects on an as needed basis.
• Serves as a liaison between the Executive and their direct reports and members of the Administrative and Medical Staffs.
• Coordinates, attends, and serves as recording secretary for meetings as needed.
• Shares in providing back-up support to the Administrative Staff as needs and staffing dictate, and performs other miscellaneous duties as requested.
• Attends in-service, educational programs, and other required meetings as directed.
• Acts as a customer service representative for CHMCA by promoting the “Spirit of Service” attitude, exhibiting the attitudes and behaviors that comprise the House Rules regarding professionalism, teamwork, courtesy and communication.
• Other duties as required.
  
  

Other Information

Technical Expertise

• Must be proficient in the English language for both grammar and composition purposes and spelling in order to communicate effectively, to prepare reports, record minutes of meetings, and to compose routine correspondence and other directives.
• Experience working with all levels within an organization is preferred.
• Familiarity with medical and legal terminology helpful but not mandatory.
• Ability to work with and adapt to various personalities and all levels of personnel within the Hospital.
• Proficient secretarial and analytical skills to include: typing, filing, dictation, proofreading and editing correspondence, duplication equipment, and hospital-standard computer software programs, including the use of spreadsheets, power point presentations, and electronic mail.
• Must project a highly professional image to contacts both in person and on the phone.
• Must have exceptional organizational skills including the ability to prioritize work.
• Must show initiative, the ability to learn new software applications as applicable and be able to work without supervision.
• Superior verbal skills are necessary to communicate with Hospital personnel and personnel of outside agencies as well as citizens of the community.
• Numerical and analytical ability is necessary to prepare statistical reports and other reports that require calculations and compilation of data. Ability to comprehend and use data to support initiatives.
• Position requires considerable use of discretion, tact, diplomacy and judgment.
• Must have the ability to maintain security of corporate activities and confidential personnel action.
• 13. Possesses excellent time management skills with the ability to be flexible and multitask.
• 14. Understands the initiatives and priorities of the Hospital and the Executives and proactively provides information, materials and support.
  
  

Education And Experience

• Education: High School or equivalent required; Bachelor's Degree preferred.
• Certification: Notary Public license helpful, but not mandatory.
• Years of experience: minimum of 3 required, working in a law firm supporting attorneys and handling law firm billing preferred
• Years of experience supervising: N/A
  
  

Full Time

FTE: 1.000000