Executive Assistant (EGH)

The experienced Executive Assistant reports to the Vice President of Medical Affairs. Responsible for providing general administrative assistance, including scheduling meetings, taking minutes, coordinating travel arrangements, greeting visitors, responding to telephone calls, preparing communications and detailed reports, and completing special projects. Position requires initiative, independent judgment, and the ability to interact effectively with personnel at all levels of the organization, community business leaders, and members of the general public.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Provides administrative assistance by:

• Maintaining the executive's calendar, scheduling and arranging meetings, conferences, appointments, etc.; and assuring a smooth-flowing workday.
• Maintains strict confidentiality regarding peer review, credentialing, quality, legal, personnel, and organizationally sensitive information in accordance with organizational policy and applicable regulations.
• Providing all pertinent data/material required for productive meetings, appointments and professional presentations.
• Drafting, editing, and finalizing professional correspondence, presentations, reports, and executive communications.
• Receiving, screening, and directing visitors and telephone calls and responding to inquiries concerning Beacon Health System and Beacon Health System policies, procedures, operations, etc.
• Contacting physicians, board members, community leaders, staff, etc. within and outside the Beacon Health System to obtain or relay information, arranging meetings, setting appointments, preparing agendas, researching problems for the executive, etc.
• Coordinating travel arrangements for executive and medical staff members, including but not limited to, hotel, air, and automobile reservations and conference/seminar registrations.
• Preparing itineraries and other correspondence regarding travel plans and procedures. Assisting in the processing of travel expense reimbursement reports.
• Gathering data and information, performing semi-complex calculations, and summarizing information or preparing reports as directed.
• Coordinating or participating in events and projects related to executive's area of responsibility.
• Providing administrative assistance to executive's direct reports as needed.
• Coordinating, preparing, and distributing materials for as needed for Elkhart General Board meetings and medical staff department meetings, committees and special hospital functions.

Key Responsibilities:

• Calendar Management: Organize and maintain executives' schedules, including meetings, appointments, and travel arrangements.
• Communication: Serve as the primary point of contact for internal and external stakeholders, managing correspondence and filtering requests.
• Document Preparation: Prepare reports, presentations, and other documents for meetings, ensuring all materials are accurate and timely.
• Travel Coordination: Arrange travel itineraries, accommodations, and necessary documentation for business trips.
• Project Management: Assist in tracking project timelines and deliverables, ensuring that all tasks are completed on schedule.
• Gatekeeping: Protect the executive's time by managing incoming requests and prioritizing tasks effectively.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job-related duties and projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department-specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout the fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Work Environment:

Able to work in fast paced environments, supporting high-level executives in various industries. Be able to play a crucial role in ensuring that operations run smoothly and that executives can focus on strategic initiatives.

Required Skills and Qualifications

Communication Skills: Excellent written and verbal communication abilities to interact effectively with various stakeholders.

Organizational Skills: Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.

Technical Proficiency: Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, Copilot), virtual meeting platforms, document management systems, and executive scheduling tools.

Experience: Between 3-5 years of administrative experience, preferably supporting C-level executives.

Education: A bachelor's degree in business administration or a related field is preferred.