Executive Assistant I - Executive Offices

Summary:

The Executive Assistant I is responsible for providing overall secretarial support to the Executive(s) to whom assigned to accomplish daily workloads. The Executive Assistant handles various situations involving the executive offices' clerical and administrative functions. The Executive Assistant serves as a liaison between the Executives, Medical Staff, Board members, major donors, associates, and the public, making independent decisions when appropriate and working as part of a team to support executives.

Responsibilities:

• Meets expectations of the applicable OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.
• Maintains executive's calendar, scheduling meetings and appointments as requested; on own initiative, establishes appointment priorities, reschedules, or refuses appointments or invitations, and draws attention to important dates or conflicts.
• Plans, coordinates, and assists in administrative and board-level meetings, following guidelines in Hospital Bylaws, JCAHO Administrative and Board standards, and other regulatory entities; schedules meeting rooms; orders catering; prepares agendas; does timely mail-outs; takes and transcribes minutes; coordinates follow-up actions.
• Provides polite, courteous, and professional reception and telephone service; tactfully determines nature and urgency of business; answers inquiries and refers to the appropriate person to resolve conflicts.
• Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring executive's signature; summarizes content if needed; provides necessary backup material for executive's review; offers advice or initiates reply if appropriate; and coordinates follow-up as necessary.
• Composes correspondence requiring an understanding of operations and policies; researches and prepares special projects or presentations; initiates and maintains large paper and electronic filing systems; develops a method for organizing and retrieving information.
• Makes complex travel arrangements for individual executives or groups, authorizing airline travel, lodging, conference rooms, catering, and audio-visual equipment.
• In the executive's absence, responds to requests for action or information; if necessary, relays to the appropriate staff member; intercepts requests and helps implement action; ensures timely response; notifies the executive of important or emergency matters.
• Assist peers and subordinates with equipment, policies, and workplace standards.
• Demonstrates competence to perform assigned responsibilities in a manner that meets the population-specific and developmental needs of the members served by the department.
• Appropriately adapt assigned client assessment treatment and/or care methods to accommodate the unique physical, psychosocial, cultural, age-specific, and other developmental needs of each client served.
• Takes personal responsibility to ensure compliance with all policies, procedures, and standards as promulgated by state and federal agencies, the hospital, and other regulatory entities.
• Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless necessary in the performance of assigned job duties.
• Must have excellent communication and organization skills.
• Performs other duties and special projects as assigned.

Job Requirements:

Education/Skills

• High School Diploma or equivalent experience required.
• Excellent organizational, interpersonal, and executive assistant skills.
• Proficient in all Microsoft Office products: Word, PowerPoint, and Excel

Experience

• 0 - 2 years of experience supporting Ministry-Level Executives required.

Licenses, Registrations, or Certifications

• Certified Administrative Professional (CAP) certification preferred.
• Professional Administrative Certification of Excellence (PACE) is preferred.

Work Schedule:

5 Days - 8 Hours

Work Type:

Full Time