Executive Assistant

Wage Range: $30.57 - $48.91 per hour. The amounts listed are the base pay range; additional compensation, such as per diem stipend in lieu of benefits, may be available for this role. Job offers are determined based on a candidate's years of relevant experience, applicable education and internal equity.

Benefit Information: Choices that care for you and your family

At EvergreenHealth Monroe, we appreciate our employees’ commitment and contribution to our success. We are proud to offer a suite of quality benefits and resources that are comprehensive, flexible, and competitive to help our staff and their loved ones maintain and improve health and financial well-being.

• Medical, vision and dental coverage w/premiums as low as $0!

• Flexible Spending Account

• Life, AD&D and Disability insurance

• Retirement plans (457(b) and 401(a) with employer contribution)

• Generous Paid Time Off/Vacation/Holidays

• Paid Sick Leave

• Employee Assistance Program

• Cafeteria Discounts

• Free parking

OUR MISSION: EvergreenHealth will advance the health of the community it serves through our dedication to high-quality, safe, compassionate, and cost-effective health care.

OUR VISION: EvergreenHealth will create an inclusive community health system that is the most trusted source for health care solutions OUR VALUES: Compassion - We care for and about our patients, families, and each other Respect - We respect the beliefs and values of everyone we encounter Excellence - We strive for excellence in all we do Collaboration - We work in partnership and believe every voice makes a difference Accountability - We are accountable to one another and to our community

JOB SUMMARY of ESSENTIAL FUNCTIONS

Executive Assistant to the Director of Operations & Preparedness & V.P. of Finance. Adheres to Hospital’s Policies and Procedures. Assumes responsibility for scheduling, organizing and coordinating activities, as requested. Serves as intermediary for communications directed by Administration. Regularly attends operational meetings as instructed, documents and distributes meeting notes and action items, and provides ongoing administrative support to advance departmental priorities, initiatives, and strategic objectives. Demonstrates problem solving and critical thinking techniques and the ability to assume responsibility without direct supervision. Prioritizes assignments, uses initiative and judgment, and makes decisions within the scope of assigned authority.

EDUCATION, TRAINING AND EXPERIENCE

A minimum of five (2) years experience as an executive and/or administrative assistant in a supportive role at the executive/senior management level. Demonstrates progressive administrative experience as required.

SPECIAL EQUIPMENT, SKILLS OR OTHER REQUIREMENTS

Mastery level of office skills. Ability to operate a personal computer and software that supports word processing, spreadsheets, calendar, PowerPoint presentations and email. Excellent written and verbal communication skills and interpersonal skills. Ability to work with people in a helpful, tactful, diplomatic manner. Ability to handle highly sensitive and confidential documents and situations in an appropriate professional manner and maintain confidentiality. Ability to function under stressful situations and cope with high levels of activity and multiple responsibilities.

WORK ENVIRONMENT AND HAZARDS

Adheres to all State and Federal regulations pertaining to hazardous waste, materials and BBP. Works in an office environment and operates computers, copy machines and other office equipment. Risk of exposure to communicable diseases.

Executives, Directors, Managers, physicians, consultants, hospital staff, patients, families, volunteers, visitors, outside agencies, community groups, and the general public.

ESSENTIAL FUNCTIONS/TECHNICAL

• Manages the calendars of the Dir.Ops & VP Finance, including scheduling meetings with travel time (if necessary) and reviewing calendars for overlapping meetings and resolving identified scheduling conflicts.

• Schedules Committee meetings, notifies and reminds participants of meeting dates, gathers information for, prepares and distributes packets, takes meeting minutes, transcribes and distributes minutes, and prepares necessary resolutions. Maintains minutes and documentation of committee activities.

• Prepares for Monthly Operating Review meetings, as requested; notifies and reminds participants of meeting dates, prepares packets, and takes meeting minutes.

• Assists in planning hospital events and engagement activities.

• Assists in formatting monthly financials and creating finance packets for distribution.

• Provides a wide range of communication support including composing and editing correspondence. Proofreads and edits a variety of materials including correspondence, memos, reports, charts and publications.

• Assists in the creation of marketing materials, flyers, handouts. Assists with preparation of community events/classes as requested.

• Designs a workflow system for timely and orderly delivery of work, including easy retrieval of stored and shared documents.

• Serves as a liaison between Administration and hospital/health system staff, patients, families, and the public by routing telephone calls and in-person inquiries to the appropriate person, by expediting confidential and accurate delivery of messages and documents, and by responding to general requests from hospital staff and the public.

• Serves as the Administration front office reception with work hours from 8am to 5pm, greets visitors and assists visitors as needed. Coordinates the purchases of office supplies and other products.

• Reviews daily mail, prioritizes, processes and routes incoming and outgoing mail.

• Serves as back-up to the Senior Executive Assistant in supporting the CAO and Boards to ensure continuity and coverage.

• Monitors and supports special projects, provides research, prepares data, monitors timelines, and follows up on projects as needed.

• Assists in the handling of patient complaints as needed and ensures that the complaints are routed for appropriate follow-up in accordance with risk management procedures.

• Other duties as assigned