Executive Assistant II

Northern Light Mercy Hospital |US:ME:Portland | Administrative Support | Full Time Description Northern Light Mercy Hospital Department: Hospital and Other Admin Position is located: Mercy Fore River Work Type: Full Time Work Schedule: 8:00 AM to 4:30 PM Summary: Reporting to the NL Mercy Hospital President, the executive assistant II (EAII) is the lead administrator for the president and provides project management, continuity and thoroughness of thought, concept development through implementation, and clarity to those the President is leading. The EA II works closely with the NL Mercy Hospital Board of Directors providing logistical and administrative support. The EA II also performs a variety of administrative functions including complex calendar management, customer service, policy management, budget development, supply procurement, and event planning. The executive assistant II coordinates scheduling for in person and web‑based meetings, telephone conference calls, retreats/summits, podcasts, employee updates, as well as travel and conference registrations. Responsibilities Performs administrative functions in support of the hospital President and the Administration office: Demonstrates transparency, ease of access, follow through, and support as an extension of the hospital president. Answers phones, prioritizes incoming mail and routes questions or messages in proper direction, or if appropriate, answers inquiries. Develops process to ensure questions are routed appropriately and closure of inquiries has been met. Works with visitors to arrange their visit and where applicable, assists with related onsite and offsite meetings. Seeks additional resources within and outside of the department to match organizational priorities while respecting staff workload. Proactively creates documents needed by executive for review and disseminates the information and reports appropriately. Develops and maintains systems for ordering supplies for executive and the department. Addresses inconsistent practices and improves efficiencies. Manages corporate credit card account making discretionary purchases as needed to run the administration office including monthly reconciliation of account. Ensures proper accounting for purchases. Approves payroll for hospital president and other employees, as assigned, on a bi‑weekly basis. Coordinates scheduling for hospital president: Schedules appointments and meetings (including web based and teleconference meetings) to maximize time and availability. Evaluates meeting requests and prioritizes based on executive’s direction and personal knowledge of strategic importance of subject matter. Schedules ongoing regular meetings with hospital president and their direct reports. Organizes and schedules presentations from outside vendors as requested. Schedules candidate interviews with the hospital president to ensure a timely process. Works as the event planner for off‑site meetings, overseeing the venue contracts, catering, AV and speakers. Coordinates hospital president’s travel plans including hotel, airfare, ground transportation, and registrations as needed. Processes expense reimbursement for self and hospital president, as appropriate. Prepares daily calendar and associated files and materials for hospital president. Meeting Organization and Set up Includes drafting of agendas, compiling and gathering of meeting materials, posting to appropriate meeting portal, and communication to meeting participants and presenters including but not limited to department manager meeting. Governance Operations Assist in presentation and agenda development for Board of Director meetings and Board Committee meetings. At hospital president’s discretion, regularly communicates directly with Mercy Hospital Board Chair, Board Vice Chair, and the full Board via ongoing email messages, scheduling of phone/Zoom calls, and ad‑hoc communications. Provides assistance for the Mercy Hospital Board and Board Committees including, but not limited to, scheduling organizational meetings, preparing and maintaining agendas, handling board communications, posting materials to the Board portal, and gathering and organizing relevant presentations. Ensures hospital president’s needs are met with regards to Governance Operations. Reporting/Data Management Compiles reports for hospital president and organization as requested. Participates in the budget preparation process and report review. Gathers and analyzes data for new budget build. Reports any compliance issues. Maintains files and databases of pertinent information as well as a shared filing system. Uses discretion to purge and/or store files as appropriate. Other Duties Responds to patient or family concerns/complaints referring the most complex to the appropriate Vice President for resolution. Helps to coordinate and disseminate job critical information to the other supporting executive assistants. Competencies and Skills Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively. Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow‑ups are regular and timely. Shows that important (non)‑verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level. Exercises Sound Judgment & Decision Making: Understands and processes complex information, which allows for appropriate and accountable conclusions. Does not react too quickly or slowly. Balances facts, goals, and potential approaches taking the appropriate criteria into account. Makes active decisions and commits oneself by communicating confidently and respectfully. Human Capital, Supply Chain and Financial Software. Database management application with the ability to create and maintain tables, develop forms and deliver reporting. Spreadsheet application with the ability to use calculations, formulas, graphing tools, pivot tables, and a macro programming. Email application with the ability to manage email as well as calendars, managing tasks and contacts, note taking, journaling, and web browsing. Presentation software with the ability to create presentations with the ability to incorporate animation, audio, video, time delays, as well as designing themes and variants with animations and effects. MS Teams Word process application with the ability to create and edit documents, format, use tables, apply footnoting, create table of contents and mail merge techniques. Multi‑line phone, scanner, photocopier, fax, and internet. Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Develops and maintains relationships, alliances and coalitions within and outside the organization and leverages them in order to obtain information, support, and promote cooperation and collaboration. Utilizes Resources Effectively: Understands how to get the most out of available resources and uses cost‑benefit thinking in decision‑making and in setting priorities. Monitors and analyzes resource usage to identify and eliminate areas of waste and maximize resources. As a leader, defines targets and provides appropriate means; oversees progress and makes adjustments when necessary. Appropriately delegates work, sets clear direction and manages workflow and time. Zoom Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan. Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of belonging, empowerment, and cooperation. Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved. Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others. Education Required Associate's Degree or equivalent experience. In lieu of education, two years of experience is required per year of required education, exclusive of the minimum experience identified above. Required Experience 5 years of Relevant Work Experience Working Conditions Potential exposure to abusive and/or aggressive people. Potential exposure to diseases or infections. Potential exposure to noxious odors. Work with computers, typing, reading or writing. Lifting, moving and loading less than 20 pounds. Prolonged periods of sitting. Work beyond the regularly scheduled hours. Equal Opportunity Employment We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability status, gender, sex, sexual orientation, gender identity, ancestry, protected veteran status, national origin, genetic information or any other legally protected status. #J-18808-Ljbffr Northern Light Health