Executive Assistant to St. Elizabeth Physicians President/CEO

Executive Assistant To St. Elizabeth Physicians President/CEO

The Executive Assistant to SEP President/CEO will represent the President/CEO, Chief Medical Officer (CMO), and Associate General Counsel within their scope of authority. The Executive Assistant provides confidential administrative and operational support to the President/CEO, CMO, and Associate General Counsel. This role serves as a trusted assistant exercising sound judgment, discretion, professionalism, and initiative in managing executive priorities, communications, calendars, meetings, materials, and follow-up. The Executive Assistant will authorize and manage administrative expenses and oversee the logistical and administrative coordination of SEP Board of Directors and Governance Committee meetings. This position is responsible for managing the signature components of administrative budgets and contracts. The Executive Assistant will notarize documents as needed and serve as the primary contact for expense audits. A strong understanding of the organizational structure is essential to appropriately direct inquiries and manage complex and highly confidential matters presented to the President/CEO, CMO, and Associate General Counsel's offices. Additionally, this position will supervise executive assistant roles within the SEP corporate office.

Job Duties:

• Understand and uphold SEP's Mission, Vision, and Values.
• Comply with all applicable laws and regulations.
• General Requirements include:
• Highest level of customer service skills with wide range of constituents.
• Maintaining confidential and sensitive information.
• Ensuring a positive and friendly working relationships with members of administration and support staff.
• Highest level of organizational skills to manage work volume and urgency that may arise.
• Need for timeliness and promptness.
• Need for excellent, diplomatic communication skills with physicians and department leaders.
• Oversees management of all conference rooms.
• Supports President/CEO, CMO, and Associate General Counsel:
• Manage calendars and aspects associated with meetings (location, food, directions, etc.).
• Telephone assistance.
• Greet and welcome visitors.
• Arranges travel as needed.
• Directs others when Executives are off-site and assists in problem resolutions.
• Support and planning for meetings, forums, and special events.
• Manage document creation, archiving, updating and retrieval.
• Ensure electronic and paper files are complete and accurate
• Responsible for Board of Directors and Governance Committee meetings.
• Responsible for drafting agendas and obtaining agenda approval from President/CEO, compiling and distributing Board and Committee meeting packets, (including meeting notices), and completing attendance assessment to ensure the presence of a quorum.
• Responsible for securing appropriate materials from management for inclusion in the meeting packet and arranging the physical aspects of the meeting from room reservations to refreshments as well as coordinating any outside attendees.
• Responsible for record and minute maintenance.
• He/she must be highly organized and able to prioritize, coordinate, and assist with the daily operations to ensure effective use of the Executives' time.
• Maintain filing system for various executive documents such as business letters, financials, minutes, etc.
• Use folders, both electronic and hardcopies, with appropriate titles
• Responsible for upkeep and maintenance of an organized supply closet. Supplies should be kept stocked at an appropriate level and easily located.
• Daily Responsible for schedules, timesheets and maintaining manageable workload for Executive Assistants within SEP corporate office.
• Assist with planning, organizing, and facilitating corporate functions.
• Meeting Assistance and Support
• Meeting preparation includes scheduling, reminders, packet assembly and distribution, minutes, and summaries.
• All materials are complete and delivered to Executive as needed/requested.
• Minutes are reviewed and filed accordingly. As Needed As Needed Maintain office equipment in operating condition.
• Remain flexible as assignments change and prioritize duties independently to meet Executives' needs.
• Must be willing to work early/late to accomplish needed tasks or assist in meetings.
• Must be willing to meet the Executive(s) to exchange work outside of the office environment when needed.
• Coordinates all scheduling for the Executive(s).
• Carry out duties enthusiastically and proactively with little direction and supervision.
• Professional presence and interpersonal skills necessary to appropriately represent senior executive office in all interactions.
• Other duties and responsibilities as assigned.

Required Skills and Knowledge:

Ability to manage and prioritize multiple tasks. Willingness to learn and/or master new computer skills. Must have good organizational skills and work professionally with providers, hospital administration and management, St Elizabeth associates and the public. Must maintain Notary Public status.

Other Required Skills and Knowledge:

1. Extensive knowledge of a variety of software programs including: Outlook, PowerPoint, Word, Adobe Acrobat, Excel, Copilot, and Compliance 360 (E-Contract Module).

2. Experience with supply ordering and maintaining supply inventory.

3. Experience in planning and coordinating meetings and events.

4. Experience directing and assisting others during stressful situations in a calm and confident manner.

5. Demonstrated ability to work successfully in a team-based, decision-making culture.

6. Demonstrated ability to Work independently resulting in effective outcomes and on-time performance.

7. Experience in planning and coordinating multi-disciplinary communications strategies, strategic initiatives, and events.

8. Must respond and follow through to requests from customers promptly.

9. Must work carefully and precisely with attention to detail.

10. Must utilize resources wisely.

11. Perform duties willingly and with initiative. Shares necessary information so co-workers can do the same.

12. Cooperates with other departments and work groups.

FLSA Status: Exempt

Right Career. Right Here. If you have a passion for taking care of the community and are interested in Healthcare, you will take pride in the level of care we provide at St. Elizabeth. We take care of patients and each other.

St. Elizabeth Physicians is an equal opportunity employer and will not discriminate on the basis of race, color, sex, religion, national origin, ancestry, disability, age or any other characteristic that is protected by state or federal law.