Executive Assistant

Administrative Assistant To The Chief Executive Officer (CEO)

The Administrative Assistant to the Chief Executive Officer (CEO) provides high-level administrative support to the CEO and coordinates administrative functions for Reeves Regional Health. This position is responsible for planning, organizing, and coordinating executive office activities; supporting Board of Directors and committee functions; coordinating Medical Staff credentialing and recredentialing activities; assisting with hospital housing administration; and ensuring accurate and timely communication throughout the organization.

All Reeves Regional Health (RRH) employees are expected to perform their responsibilities in accordance with RRH policies, accrediting organizations, federal and state regulations, and Centers for Medicare and Medicaid Services (CMS) guidelines, as applicable.

Requirements

Education

• Associate's degree from an accredited college or university required.
• Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, or a related field experience preferred.
• Minimum of three (3) years of administrative assistant or executive support experience preferred.
• Healthcare administrative experience preferred.
• Experience with Medical Staff credentialing preferred.

Knowledge, Skills, and Abilities

• Typing proficiency of 50–60 words per minute.
• Proficiency with Microsoft Office applications, email, and database systems.
• Strong organizational, communication, and customer service skills.
• Ability to prioritize multiple projects and deadlines.
• Ability to maintain confidentiality and handle sensitive information.
• Knowledge of Medical Staff credentialing processes preferred.

Licensure/Certification

• Must obtain and maintain Texas Notary Public designation.

Physical Requirements

• Ability to sit, stand, walk, bend, stoop, reach, and lift up to 40 pounds.
• Ability to work at a computer for extended periods.

Essential Duties and Responsibilities:

Executive and Administrative Support

1. Provides administrative support to the CEO.
2. Maintains the CEO's calendar, appointments, meetings, and correspondence.
3. Coordinates and schedules conference room usage, including executive meeting spaces.
4. Makes travel arrangements as directed by the CEO.
5. Assists with employee recognition events, service award programs, holiday functions, and other special events.
6. Maintains Administration Department bulletin boards and communications.
7. Manages the Hospital District credit card program, including reconciliation and online payments.
8. Performs general office management functions and administrative projects as assigned.

Correspondence and Records Management

1. Prepares, edits, transcribes, and distributes correspondence, reports, presentations, and meeting minutes.
2. Maintains electronic and paper filing systems to ensure accurate record retention and retrieval.
3. Reviews documents for accuracy, completeness, and consistency.
4. Maintains confidential records and information.

Reception and Communication

1. Answers and directs incoming telephone calls professionally and courteously.
2. Greets and assists visitors, patients, physicians, vendors, and staff.
3. Serves as a communication resource for Administration-related inquiries.
4. Places calls and coordinates communications as requested by the CEO.

Medical Staff Credentialing and Provider Enrollment

1. Coordinates Medical Staff and Allied Health credentialing and recredentialing activities.
2. Receives, reviews, and processes Medical Staff applications and reappointments.
3. Conducts primary source verification, reference checks, licensure verification, National Practitioner Data Bank (NPDB) queries, and other required credentialing activities.
4. Maintains credentialing files in accordance with regulatory and accreditation requirements.
5. Tracks and monitors provider licenses, certifications, registrations, and expirations.
6. Coordinates provider enrollment and revalidation activities with Medicare, Medicaid, and commercial payors.
7. Maintains credentialing databases and provider records.
8. Supports Medical Executive Committee and credentialing committee activities.

Board of Directors Support

1. Prepares Board meeting agendas and supporting materials as directed by the CEO.
2. Posts Board meeting notices and agendas in compliance with Texas Open Meetings Act requirements.
3. Uploads Board materials into the Board management platform.
4. Coordinates meeting notices and communications with Board members.
5. Attends Board meetings and records official minutes.
6. Maintains Board records and governance documents.

Election Administration

1. Serves as Election Coordinator for Reeves County Hospital District elections.
2. Coordinates election notices, filings, and candidate packets.
3. Maintains compliance with election timelines and requirements established by the Texas Secretary of State.
4. Coordinates election-related communications and documentation.

Hospital Housing Administration

1. Maintains records for Hospital District housing properties.
2. Coordinates temporary housing assignments with Human Resources.
3. Conducts move-in and move-out inspections.
4. Coordinates cleaning and maintenance requests with appropriate departments.
5. Collects and tracks housing rental payments.
6. Maintains occupancy records and housing agreements.

Other Duties

1. Maintains strict confidentiality regarding personnel, patient, Medical Staff, and organizational information.
2. Complies with all safety, infection prevention, and security policies.
3. Maintains professional working relationships with employees, Medical Staff, Board members, and external stakeholders.
4. Performs other duties and special projects as assigned by the CEO.

Professionalism:

Each member of RRH is expected to follow dress code for the position held and act in a professional manner that will increase the individual employee's credibility with the community. Professional behavior is expected to be demonstrated through words, actions, and attitude towards fellow team members, patients and their families, physicians, and all others with whom an employee encounters during the course of their duties at RRH.

Dependability:

Provide quality patient care and program leadership through dependable, timely activities as needed.

Teamwork:

Teamwork is an essential element in a good work environment. All staff are expected to be supportive of each other and resolve conflicts according to hospital policy.

Communication:

Clear and accurate verbal and written communication skills are essential.

Safety:

Due to possible contact with infectious diseases, exposure to environmental hazards, universal precautions including use of PPE must be adhered to.

Confidentiality:

The employee agrees to hold all confidential information in trust and confidence and agrees not to disclose it to any other third party without the written permission of the Hospital.